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Mission
The purpose of the Provost Employee Communication Council is to
facilitate communication between classified staff, Human Resources,
and the Provost's Office; to address employee concerns and develop
avenues for effective resolutions to issues concerning employees;
and to help create a more pleasant and productive working environment.
By-Laws
Membership:
The Council will be composed of not more than 25 (twenty-five)
representatives drawn from the classified staff pool of the divisions
which report to the Provost. The Provost and the Director of Employee
Relations will be invited to attend all meetings as a resource and
to provide information in an ex-officio capacity.
A. The number of representatives from each division will be proportionate
to the number of total classified employees, as determined by the
Provost.
B. Each division will select representative(s) by a method chosen
by the employees of that division, no later than July, so the representative(s)
will be ready to serve on Council in September. (Note: The representative
elect will choose their own alternate.)
C. Each term of membership will be for two years, beginning in September
and ending in August. Representatives are eligible for re-election.
D. Representatives and ex-officio members should send their alternates
to meetings that they themselves cannot attend. The alternates will
have the power to act on behalf of the representative on any business
at hand .
E. Should a representative be unable to complete a term for which
they were selected, the alternate will be allowed to complete the
term. In the alternative, a new selection may be made by the affected
employees and a new representative appointed for the remainder of
the term.
F. Each representative will be responsible for communicating to
the employees in their division, all the actions of the Council
and for bringing to Council concerns of the employees.
Officers:
The Council will elect from among its members for the offices of
Chair, Vice-Chair, and Secretary.
A. Elections will be held at the July meeting of the Council with
the first meeting of the elected officers to be the following September.
B. To elect a new vice chair, the current chair will ask for self-nominations
and platform statements. An all council election will be held by
secret ballot. A majority vote carries the election. The elected
official completes the term of the official he or she replaces.
C. In the event no self-nominations are received then the current
chair asks a council member to serve. The selected officer is ratified
by the council.
D. The Chair will preside at meetings of the Council. The Vice-Chair
will assist the Chair and preside at meetings when the Chair is
unable to do so.
E. The Secretary will keep minutes of all meetings and will prepare
an official copy for the Provost.
F. The chair elect will serve a one-year term. Once a chair leaves
office, that chair will be asked to serve a third year as an ex-officio
to help ease the transition of the incoming chair.
G. Should a chair be unable to complete a term, the vice chair
becomes the chair and a new vice chair is elected.
Meetings, Minutes, and Communications:
A. The Council will meet monthly during the academic year (September-May),
twice during the summer (June and July) and at its discretion (by
majority rule) at other times as warranted by urgency of issues.
B. Those in attendance at a Council meeting, after all representatives
have been notified of such a meeting, will be considered a quorum
for conducting business. A majority vote of those in attendance
at such a meeting will carry a motion.
C. A motion to amend these by-laws will require approval by two-thirds
of the entire Council.
D. The Secretary will issue copies of the minutes and other communications
to each Council member and all classified staff, under the Provost
area, by the computer alias list. Employees without an e-mail address
will receive their correspondence from the representative over that
division.
E. The Council will act upon such business as is brought to it by
the representatives or the Provost, and will make recommendations
to the Provost as is appropriate.
Rules of Order for Council Members and Guests:
- As elected representatives, all members have a responsibility to be active participants. If a member has more than two (2) unexcused absences, her/his seat will be filled by a new or alternate representative from the respective area.
- All members are to be open-minded and to listen intently in order to accurately report back to their respective constituencies. Listening is as important as talking.
- Invited speakers will make their presentation without interruption or side conversations.
- Decisions are made by consensus and thus should be supported and understood.
- Proper decorum is expected at all times.
- Civil dialogue is encouraged and expected.
- Confidential matters will be kept as such by committee members. Constituents may request confidentiality in matters they bring to the Council and be maintained at all times.
- Members will be recognized by the Chair before talking and, once recognized, will follow the accepted norms and standards of meeting dialogue.
- The Council serves as a forum for the employees of the
University of
Virginia as a whole and personal agendas will be dismissed.
- Common courtesy and basic respect are expected at all times.
- Guests may attend meetings as observers of the function of the Council.
- Guests may submit questions prior to the meeting for review by the Council and speaker.
- Guests may ask detailed and specific questions of the speaker after the meeting or at a personal appointment with the speaker at a later date.
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Representatives
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Meeting Schedule
| Date and Time |
Speaker & Topic |
Location |
September 11, 2007
9:30 a.m. |
Planning Session |
Newcomb Hall, Room 389 |
October 9, 2007
9:30 a.m. |
Marge Sidebottom, Director of Emergency Preparedness for the
University, Office of Emergency Preparedness |
Newcomb Hall, Room 389 |
November 13, 2007
9:30 a.m. |
Anne Broccoli, Interim-Director of Benefits |
Newcomb Hall, Room 389 |
December 11, 2007
9:30 a.m. |
Karen Ryans (tentative), Interim Dean for Arts & Sciences |
Newcomb Hall, Room 481 |
January 8, 2008
9:30 a.m. |
Sarah Collie, Assistant VP for Management Budget/Director
State Governmental Relations |
Newcomb Hall, Room 389 |
February 12, 2008
9:30 a.m. |
Jim Traub, Project Manager, Project Manager - HR Restructuring |
Newcomb Hall, Room 389 |
March 11, 2008
9:30 a.m. |
Tim Garson, Executive Vice President and Provost |
Newcomb Hall, Commonwealth Room |
April 8, 2008
9:30 a.m. |
Susan Barr, Director of the Student Systems Project |
Newcomb Hall, Room 389 |
May 13, 2008
9:30 a.m. |
Leonard W. Sandridge, Executive Vice President and Chief
Operating Officer |
Zehmer Hall, Conference Room B |
June 10, 2009
9:30 a.m. |
TBD |
Newcomb Hall, Room 389 |
July 8, 2008
9:30 a.m. |
Melody Bianchetto, Assistant Vice President for Budget and
Financial Planning |
Darden School, General Purpose Room |
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Minutes
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Suggestions
Do you have an idea that might improve
quality of life and work for classified staff at U.Va?
Employees are encouraged to continually look for
ways to improve quality, use resources more efficiently, refine
processes, and improve morale. Share your ideas with our Employee
Council Chair using the form below. We will be happy to present
your idea to administration for consideration.
Thanks for taking the time to submit your idea or
suggestion using the form below!
Brochure
Download a copy of the Council's
brochure
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