CIVIL SERVICE ADVISORY COUNCIL
OF THE UNIVERSITY OF ILLINOIS SPRINGFIELD
BYLAWS

Amended September 5, 2018
Amended December 1, 2022
Bylaws [DOCX, 36KB]


ARTICLE I – Council Year

  1. The Council year shall be from July 1st through the following June 30th
  2. The Council shall meet, at a minimum, once per month, unless agreed to by the Council


ARTICLE II – Nomination and Election

  1. An annual election for membership on the Council shall be held during the month of June.
  2. The Vice President shall be responsible for conducting the election within the framework of the provisions outlined in this Article:
    1. The Vice President shall prepare a timeline of specific dates for holding the election and shall submit the timeline to the Council for its consideration and approval at a regular meeting.
    2. All employees holding a Civil Service appointment are eligible to vote and shall be notified of the election period.
    3. All eligible employees, as defined in Article III of the Civil Service Advisory Council Constitution, shall be given the opportunity for candidacy.
    4. Election of members to serve on the Council shall be by secret ballot. Official ballots shall be prepared and distributed by the Human Resource Office. Elections shall be held online for a minimum of three (3) working days. All ballots shall be counted and tabulated by the Human Resource Office and reported to and confirmed by Council Executive Committee, as defined in Article IV of these bylaws.
  3. Newly elected members of the Council shall be seated at the first meeting of the Council year.
  4. The term of office for members shall be two (2) years. There shall not be a term limit for any Civil Service employee.


ARTICLE III – Vacancies

  1. In the event of a resignation, termination, or vacancy, with at least six (6) months of the term remaining:
    1. The President shall contact the candidate with the next largest quantity of votes from the previous election to determine their willingness to serve.
    2. The term of office for the replacement Council member shall be the unexpired term of the vacancy.
    3. If there are no available candidates from the previous election, nominations may be made from the Council floor. After nominations and acceptance, a secret ballot election shall be conducted at the next meeting. A replacement shall be elected by a simple majority of present voting members.


ARTICLE IV – Executive Committee

  1. The Executive Committee shall be comprised of the Council Officers as defined in Article IV of the Council’s Constitution.
  2. The Executive Committee shall meet, at minimum, once per year with the Chancellor or his/her designee to discuss concerns, questions, and ideas presented to the Committee and will report back to the Council at the following regular Council meeting.
  3. Duties of Officers:
    1. President: The Council member serving as President:
      1. Presides, as chair, at all meetings and enforces the obligations imposed by the Constitution and Bylaws of the Council;
      2. Votes in regular Council meetings;
      3. Develops and distributes the agenda for each Civil Service Advisory Council meeting at least five (5) days in advance of the meeting;
      4. Calls special meetings of the Council or Executive Committee as necessary
      5. Appoints staff representatives to campus committees upon request between meetings of the Council. Such appointments are subject to approval of the Council at its next meeting and,
      6. Represents the Council on the University of Illinois Employee Advisory Committee.
    2. Vice President: The Council member serving as Vice President:
      1. Presides and assumes all responsibilities of the President, in the absence of the President;
      2. Coordinates the systematic filling of all committee vacancies;
      3. Organizes the annual Council election;
      4. Serves as an alternate to the UIS Campus Senate, should the representative be absent or if serving as a Council representative, designate an alternate; and,
      5. All other duties related to the office of Vice President
    3. Secretary: The Council member serving as Secretary:
      1. Presides and assumes all responsibilities of the President, in the event of the absence of the President and the Vice President from any meetings of the Council;
      2. Records minutes of the Council for distribution to members at least five (5) working days prior to the following meeting, when possible;
      3. Maintains record of meeting minutes, recordings, and other pertinent Council documents and,
      4. Performs all other duties relating to the office of Secretary.
    4. Treasurer: The Council member serving as Treasurer:
      1. Performs duties associated with fiscal responsibility
      2. Presides and assumes all responsibilities of the President in the event of the absence of the President, Vice President, and Secretary from any meetings of the Council
  4. The Executive Committee shall be the official source of correspondence for matters relating to the Council. A copy of correspondence written by any elected officers shall be sent to the Secretary for the permanent record. At the end of their terms of office, Officers shall turn over to their successors all records pertaining to the Council.
  5. At the beginning of each Council year, the Executive Committee will designate one officer to serve as the Council webmaster, with the responsibility to maintain and update the Council webpage.


ARTICLE V – Ex-Officio Representation

  1. Special groups can be added or dismissed from the Council by a majority vote of the Executive Committee.
  2. Each special group shall determine one representative member to serve on the Council unless the Executive Committee feel there is a need for more than one representative.
  3. Special group representatives shall give a monthly report of actions taken by their group. The representative should also report to the Council any programs or items under discussion by their groups that might affect staff employees.
  4. Special group representatives should attend full Council meetings. As stated in Article III of the Constitution, a vacancy shall be declared should a special group representative miss three (3) consecutive Council meetings.


ARTICLE VI – Meetings

  1. Rules of Order. The rules of parliamentary procedure, as stated in “Robert’s Rules of Order” shall govern all regular meetings of this Council.
  2. Special Meetings. Special meetings of the Council may be called at any time by:
    1. the Associate Vice-Chancellor of Human Resources;
    2. the CSAC President; or
    3. any three of its members
  3. Committee Meetings. All Committees shall be subject to the call of their respective chairs, or at the request of the President of the Council.
  4. Quorum. A simple majority (50% + 1) of the Council members shall constitute a quorum authorized to conduct any voting business duly presented at any meeting of the Council. A lack of quorum shall not preclude discussion or reports.
  5. Voting Requirements. Only those proposals pertaining to the regular business of the Council shall require a vote. A simple majority vote by the members present at a meeting shall carry a motion, except a motion to amend, alter, annul, or suspend the Bylaws which shall be in accordance with Article VI of the Constitution or Article IX of these Bylaws.
  6. Proxy Voting. Voting by proxy is permitted provided the proxy is written, dated, and signed by the absent Council member. The written proxy is to be presented to the person chairing the meeting prior to the meeting in which a vote is being called.
  7. Absentee Ballots. In the event that a ballot vote occurs absent Council members shall be able to vote via absentee ballots. The absentee ballots must be delivered to the person chairing the meeting prior to the vote being called.
  8. Executive Session. It is the prerogative of the President to adjourn to executive session to discuss pertinent business.
  9. First Annual Meeting. The incumbent President, or their designee, shall preside over the first meeting of the Council year until such time as the election of officers has concluded.


ARTICLE VII – Fiscal Policy

  1. All monies available to the Council shall be handled in accordance with the University of Illinois Business & Financial Policies and Procedures.


ARTICLE VIII – Committees and Representation

  1. Standing Committees
    1. The creation, termination, amendment, or suspension of a standing committees may be presented by any Council member during or prior to any regular Council meeting.  A vote for any action affecting a standing committee shall occur the meeting following official notification to the Council through an approved meeting agenda or written notification distributed at least five (5) working days prior to a regular Council meeting.
    2. Civil Service employees not serving on the Council are permitted to participate in some committees, provided they have completed their probationary period.  Council members will be given priority to serve.
      1. Council Executive Committee
        1. Duties:
          1. The Committee will individually perform the duties outlined in Article IV of these Bylaws; will meet as needed to discuss pertinent matters affecting Civil Service employees; collaborate on the development of the regular meeting agendas; and, serve as the primary conduit of information between the Council and Administration.
        2. Membership and Term:
          1. Comprised of the Council Officers elected in accordance with Article IV and Article V of the Council Constitution; each member serves a one (1) year term with no term limit.
      2. Chancellor’s Award for Recognizing Excellence (CARE)
        1. Duties:
          1. The Committee annually schedules, implements and notifies the campus community of the nomination process for the Chancellor’s Award for Recognizing Excellence; compiles and reviews nominations; communicates with nominees; and, provides recommendation to the Chancellor.
        2. Membership and Term:
          1. 5-7 Civil Service employees appointed annually; committee chair shall be a Council member
          2. Previous CARE award winner shall be invited to participate
        3. Members nominated for the award must either decline the nomination or recuse themselves from the committee; the committee chair will appoint a replacement if needed.
      3. Civil Service Appreciation Day Committee
        1. Duties:
          1. Develop and implement activities for staff appreciation day; work with Executive Committee and CARE Committee to plan the award ceremony/breakfast.
        2. Membership and Term:
          1. No limit on number of Civil Service employees; committee chair shall be a Council member
          2. One (1) year term
      4. Fundraising Committee
        1. Duties:
          1. Develop and implement fundraising events/activities to support the endowed staff scholarship fund and/or the Council’s activities; work with the Council Treasurer to ensure proper fiscal procedure and policy is followed; and, work with the Office of Advancement to participate in the annual faculty and staff giving campaign.
        2. Membership and Term:
          1. No limit on number of Civil Service employees; committee chair shall be a Council member
          2. One (1) year term
      5. Professional Development Committee
        1. Duties:
          1. At the direction of the Executive Committee, promote, review, and implement a professional development program for Civil Service employees; notify, collect, and review funding requests; make decisions on how to allocate funding; and, complete and submit annual report to the Chancellor regarding the utilization of the funding.
        2. Membership and Term:
          1. Five (5) Council members, one (1) year term
          2. Any Council member applying for funding is ineligible to serve on the committee during the same fiscal year.
  2. Committee Representation
    1. Civil Service employees may seek or be granted inclusion on standing campus governance, advisory, or ad hoc committees.  Representation on these committees is determined by the bylaws and charge of those committees.  Any Council member serving on such a committee(s) is expected to provide monthly updates to the Council on the work and activity of said committee(s).  Appointment to such committees may be determined by the Council if requested by the campus committee.
      1. Academic Professional Advisory Committee
        1. Duties:
          1. To provide for the orderly voicing of suggestions for the good of the University; to furnish a channel for direct and concerted communication with administrative officers of the University and its various units; to facilitate the professional development of academic professionals; and, to afford added recourse for the consideration of grievances.
        2. Membership and Terms:
          1. One (1) civil service member; one (1) year term
      2. Academic Technology Committee
        1. Duties:
          1. The Academic Technology Committee shall review policies involving academic computing and other technological services and work with other committees and groups within the campus community to monitor budget and planning implications of developments in this rapidly changing area. This committee shall make a report at least once per academic year to the Senate.
        2. Membership and Term:
          1. One (1) civil service member; one (1) year term
      3. Campus Planning and Budget
        1. Duties:
          1. The Campus Planning and Budget Committee responsibilities shall be to (1) provide for campus-wide input into the campus budgeting and planning priorities by developing a short list of budget priorities for consideration by the Campus administration; (2) review budget allocations and progress in relation to meeting CPBC priorities and the goals in the campus strategic plan; (3) recommend changes in planning priorities to the Senate and to the Vice Chancellor for Academic Affairs; and (4) to submit an annual draft in the early spring to the Senate regarding budgeting and planning priorities and issues. The committee is not expected to become involved in detailed and comprehensive investigations in developing budget and planning priorities.
        2. Membership and Term:
          1. One (1) civil service member; one (1) year term
      4. Campus Senate
        1. Duties:
          1. To implement the spirit and the articles of the Constitution for the UIS Campus Senate under which this Senate is created and enabled; to receive proposals for action, under that Constitution; to deliberate and to adopt policy recommendations on whatever matters are appropriately the concern of the Campus Senate; and, to forward such considerations as are appropriate to the University Senates Conference.
        2. Membership and Term:
          1. One (1) civil service member; two (2) year term
        3. The Library representative may be a faculty, academic professional, or civil service employee
      5. Diversity, Equal Rights, Opportunity, and Access
        1. Duties:
          1. Study, develop, make reports and recommend to the Senate and to other units and officials of the campus, policies, procedures, and programs that address the unique concerns of women, racial and ethnic minorities, persons with disabilities, and lesbian, gay, bisexual, and transgendered members of our university community; foster the recruitment, admission, hiring, and retention of members of these diverse groups in our student body and as employees of the university, as well as the creation of a welcoming, supportive, and inclusive campus environment; and, monitor campus policies, procedures, programs, and facilities to ensure that they are in full compliance with equal opportunity, affirmative action, and ADA federal and state laws.
        2. Membership and Term:
          1. Two (2) civil service member; one (1) year term
          2. Ex-officio members are appointed annually and may include Civil Service employees (i.e., Director of the Women’s Center)
      6. Employee Advisory Council (SUCSAC)
        1. Duties
          1. SUCSAC is organized for the purpose of serving in an advisory capacity to the Merit Board on all matters pertaining to State Universities Civil Service System
        2. Membership and Term
          1. One (1) civil service member elected from and by all civil service employees; four (4) year term
      7. Parking Appeals and Advisory Board
        1. Duties:
          1. To review and make decisions on parking ticket appeals; to affirm the violation or any sanction imposed under regulations; to determine that no violation penalty was incurred or other sanction imposed under regulations; and, grant a continuance or rehearing for a violation.
        2. Membership and Term:
          1. Two (2) civil service members; one (1) year term
          2. One (1) alternate civil service member
      8. State University Retirement System Member Advisory Committee
        1. Duties:
          1. The Committee shall promote the collective interests and welfare of SURS constituents namely participants, annuitants, survivors and recipients of disability and disability retirement allowance.
        2. Membership and Term:
          1. One (1) civil service member appointed by the Chancellor; six (6) year term
      9. Committee on Student Discipline
        1. Duties:
          1. The Committee shall be responsible for the conduct of the judicial functions of the student discipline and appeals system in accord with The Student Disciplinary Code and the Student Grievance Code; the University Statutes; and with rules and policies established by the Board of Trustees and the Senate.
        2. Membership and Term:
          1. Two (2) civil service members; one (1) year term
          2. Two (2) alternate civil service members
      10. Committee on Sustainability
        1. Duties:
          1. The Committee shall provide leadership for sustainability issues on the UIS campus and in other communities. Sustainability refers to practices designed to meet the needs of the present without compromising the ability of future generations to meet their own needs. It encompasses teaching, research, and practice in a variety of areas including but not limited to policy development, building design and construction, waste management and recycling, energy production and use, water use, and transportation.
        2. Membership and Term:
          1. One (1) civil service member; two (2) year term
      11. University of Illinois Employee Advisory Council
        1. Duties:
          1. The Committee meets quarterly with Advisory Council Members from the universities in University of Illinois System to bring together and discuss issues and concerns from their respective campuses and then take them forward to the State Civil Service Employee Advisory Council and the State University Civil Service System Office.
        2. Membership and Term
          1. One (1) Civil Service Advisory Council Executive Committee Member
          2. One (1) Civil Service State Universities Retirement System Member Advisory Committee Member
          3. One (1) Employee Advisory Council Member (SUCSAC)


ARTICLE IX – Amendments and Revisions

  1. Any member of the Council may propose an amendment or revision to the Bylaws of the Council by presenting it in writing to the Executive Committee at or prior to any regular meeting. The Executive Committee shall assume responsibility of informing all members of the Council of the proposed amendment or revision during a meeting or through written communication. The amendment or revision shall be placed upon the agenda of the next regular meeting for discussion, if presented at least five (5) working days prior to the meeting. All amendments and revisions will require two (2) readings, and shall be adopted, if approved by a majority of the Council members.