Employee Councils Directory, University of Virginia

Mission Statement

The purpose of the Provost Employee Communication Council is to facilitate communication between classified staff, University 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.

1. The number of representatives from each division will be proportionate to the number of total classified employees, as determined by the Provost.
2. 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.)
3. Each term of membership will be for two years, beginning in September and ending in August. Representatives are eligible for re-election.
4. 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.
5. 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.
6. 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.

1. Elections will be held at the July meeting of the Council with the first meeting of the elected officers to be the following September.
2. 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.
3. 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.
4. 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.
5. The Secretary will keep minutes of all meetings and will prepare an official copy for the Provost>
6. The chair elect will serve a one-year term. Once a chair leaves office, that chair will be asked to serve a third Should a chair be unable to complete a term, the vice chair becomes the chair and a new vice chair is electedyear as an ex-officio to help ease the transition of the incoming chair.
7. 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

1. 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.
2. 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.
3. A motion to amend these by-laws will require approval by two-thirds of the entire Council.
4. 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.
5. 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

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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!

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