This Senate is formed to serve as a body which articulates Classified employees' interests, concerns, and recommendations to the Vice President for Administration and Finance on matters of policy, training, and educational opportunities; as well as representing the constituency of University-wide standing and ad-hoc committees, and for searches for key administrative positions directly affecting Classified personnel. Other charges involve recommendations on working conditions and work schedules; employment, promotion, and career development procedures; State Civil Service pay and benefit plans; and the dissemination of information to all classified employees. This Senate exists as an open forum for the free expression of ideas, issues, and interests which are of concern to the KSU Classified employees. It is the privilege and duty of this Senate to communicate these ideas to the KSU Administration. The Senate may also interact with other Classified employees, the Kansas Board of Regents, other regent's institutions, the university community and the government of the state of Kansas, on matters of all Classified employees.
Code and By-Laws
CODE of the CLASSIFIED SENATE of KANSAS STATE UNIVERSITY
The Kansas State University (hereinafter referred to as "K-State") Classified Senate is hereby established to promote classified employee participation in issues concerning K-State, and to provide representation at the university and state levels for said employees.
ARTICLE I. NAME
The name of this organization shall be the Classified Senate (hereinafter referred to as "Senate") of K-State.
ARTICLE II. PURPOSE, PRIVILEGES
This Senate is formed to serve as a representative body, which articulates classified employees' interests, concerns, and recommendations to the Vice President for Administration and Finance on matters of policy, training, and educational opportunities. Other charges involve recommendations on working conditions and work schedules; employment, promotion, and career development procedures; State of Kansas Civil Service pay and benefit plans; and the dissemination of information to all classified employees. This Senate exists as an open forum for the free expression of ideas, issues, and interests, which are of concern to K-State classified employees. This Senate will represent the constituency on university standing and ad-hoc committees, and on search committees for key administrative positions. The Senate may also interact with other classified employees, the Kansas Board of Regents, other Regents' institutions, the university community, and the government of the State of Kansas, on matters of interest of all classified employees.
ARTICLE III. SENATE ELECTORATE DEFINED; CLASSIFIED EMPLOYEE VOTING RIGHTS
All permanent full-time and part-time classified employees of K-State shall constitute the Electorate of the Senate (hereinafter referred to as "Electorate"). Any member of the Electorate shall have the right to vote for the candidate(s) for senator to represent his/her college or administrative unit, and to vote in any or all other elections held in connection with Senate activities as provided by this Constitution.
ARTICLE IV. SENATE ELIGIBILITY
Eligibility for election to the Senate shall be extended to all members of the Electorate as defined in Article III above. Should a Senator accept an unclassified position, he/she becomes ineligible to serve as a Classified Senator. If a Senator transfers to another college or administrative unit, they may carry out the remainder of that Senate year (June 1- May 31), with the understanding that at that time they must resign their Senate position. If a position is vacant in their new college or administrative unit, they may run for the vacancy through normal election procedures. Anyone filling a vacancy will only complete the remaining term for that college or administrative unit created by the vacancy.
ARTICLE V. COMPOSITION OF THE SENATE
Section 1. Number
The Senate shall be composed of twenty-six (26) Senators chosen by the Electorate as provided by this code.
Section 2. Representation
The twenty-six (26) Senators, each having one vote in the Senate, shall be elected in direct proportion to the number of permanent classified employees in their designated college or administrative unit.
Every five years (calendar years ending with a zero or five) the apportionment will be reviewed to ensure equal representation. The criteria is as follows:
- Less than 100 filled Classified positions = 1 Senator
- 101-200 filled Classified positions = 2 Senators
- 201-300 filled Classified positions = 3 Senators
- 301-400 filled Classified positions = 4 Senators
- 401-500 filled Classified positions = 5 Senators
- 501-600 filled Classified positions = 6 Senators
Section 3. Designated Colleges and Central Administrative Units
- Agriculture and Extension- 4 Senators
- Architecture, Planning & Design- 1 Senator
- Arts and Sciences- 1 Senator
- Business- 1 Senator
- Education- 1 Senator
- Engineering- 1 Senator
- Hale Library- 1 Senator
- Human Ecology- 1 Senator
- K-State Salina- 1 Senator
- Veterinary Medicine- 2 Senators
- Administrative Units:
- Administration and Finance- 6 Senators (with at least one from Facilities)
- Vice-President for Student Life and Dean of Students - 4 Senators (with at least one from Housing & Dining)
- Local Agencies - 1 Senator
- President/Provost - 1 Senator
Administration and Finance includes: Vice President's Office of Administration & Finance, Budget Office, Employee Relations, Financial Services, Division of Human Resources, Vice Provost for Information Technology Services, Public Safety, and Division of Facilities
Vice-President for Student Life includes: Vice President's Office for Student Life/Dean of Students, Admissions, Career and Employment Services, Education/Personal Development, Counseling Services, Housing and Dining Services, New Student Services, Printing Services, Registrar's Office, Student Financial Aid, Student Life, University Publications, Lafene Health Center, and Child Development Center
Local Agencies includes: Intercollegiate Athletics, Inc., K-State Student Union, and Student Publications
Office of the President & Provost includes: Affirmative Action, Beach Museum of Art, McCain Auditorium, University Attorney, Research & Graduate School, Research/Vice Provost, Telecommunications, Computing and Network Services, Division of Continuing Education, Regents Education Community Center, and Vice President Communications and Marketing
One (1) ex-officio non-voting member of Senate shall be held by a member of the Alternative Service Committee, to be appointed by the chair of the Alternative Service Committee.
Section 4. Election Procedures for Senators
This election process will be under the direction of the Senate Legislative Affairs Committee as provided in Article VIII, Section 2, taking into account any reductions or additions required during reapportionment years. Those persons receiving the most votes in the elective process are considered duly elected to represent the constituency. If for any reason the individual receiving the most votes declines his/her elective office, the next individual receiving the most votes will be contacted to serve. Ties will be settled by the flip of a coin. If only one nomination is received for a college or administrative unit vacancy, that person will be duly elected.
During the month of February an initial mailing shall be sent to all permanent full- and part-time classified employees from each specific college or administrative unit where a position is to be filled explaining the Senate's purpose and nominating process. Nominations shall be accepted by signature of the nominee. Nomination forms will be sent out February 1 with nominations being accepted through February 20. Eligibility of all nominations returned shall be verified by a combination of the Legislative Affairs Committee and Human Resources. In the event insufficient candidates have been nominated for the vacancies, the Legislative Affairs Committee will solicit nominations from College Deans and Administrative Heads.
The Legislative Affairs Committee will email the ballots to the classified employees in the college or administrative unit and nominees will be numbered in alphabetical order. Voting shall be from March 1 to March 15. Write-in votes shall be considered invalid ballots. The ballot shall contain a list of all the candidates with their department or division.
Nomination forms are due to the designated location on February 20 and ballots are due to the designated location on March 15. Any nomination forms/ballots arriving after that date shall be judged late and will not be considered. The Legislative Affairs Committee is not responsible for late arrivals via any source.
Verification of Election
Once voting has closed, the Legislative Affairs Chairperson, the Ex Officio, and one (1) member of the Legislative Affairs Committee will print the results of the election. The results will be given to the President so that the results can be published. The results can be contested for thirty (30) days, after which the results will be official. The President will keep the results to fill any vacancy that should occur. After the next election of said Senators (three (3) years), the results shall be destroyed.
Section 5. Filling of Senate Vacancies
In the event of a vacancy, the person receiving the next most number of votes will be contacted to serve. If they decline, the vacancy shall be filled by the President.
ARTICLE VI. CLASSIFIED SENATE: STRUCTURE AND FUNCTIONS
Section 1. Term of Office
The term of office shall be three (3) years, beginning with the first regularly scheduled meeting in June, with one third of the Senate elected each year in order to ensure overlapping terms, and ending with May 31st of the third year. A Senator may hold no more than two (2) consecutive terms of office and cannot be elected or appointed for at least one year.
Section 2. Meetings, Quorums
The Senate shall meet once monthly at a time and place specified by the Senate Executive Council. Special meetings may be called by the President with the consent of a majority of the Executive Council or by petition of a majority of Senators. The quorum for Senate meetings shall be a two-thirds majority (17) of those positions filled.
Section 3. Duties
The Senate may address any matter of concern to classified employees noted in Article II.
ARTICLE VII. ELECTION OF OFFICERS
The Vice-President, Secretary, Treasurer, and one At-Large Representative shall be voted upon and elected at the April meeting. The Ex-Officio position shall be the past President. The election of Officers will fall under the auspices of the Legislative Affairs Committee. A nominating committee will be appointed by the Legislative Affairs Committee chair comprised of the President, Vice-President and one senator going off the Senate chosen at random. Nominees will be selected by the nominating committee and contacted to verify their willingness to serve and shall have completed at least one year on Senate to be eligible for an elected position. A slate of officers will be presented to the Senate at the April meeting. Nominations from the floor will be accepted at this time. A written ballot will be distributed to each Senator present. Ballots will be turned in and tallied by the nominating committee before the end of the meeting. The new officers will be announced before the April meeting is adjourned. The Campus Affairs Chair(s), Legislative Affairs Chair(s), Recognition Ceremony Chair(s), and the Public Relations Chair(s) will be appointed by the incoming President in June and will be expected to serve on Executive Council.
ARTICLE VIII. OFFICERS
Section 1. President
The term of President is one year and is automatically filled by the position of Vice-President. The President will preside over Senate meetings and events; attend Classified and Support Staff Council meetings and university legislative briefings at K-State plus participate in Legislative Day. The President will attend the Kansas Classified and Support Staff Council meetings and Legislative Day, unless schedule conflicts arise, in which case the Vice-President or another Executive Council member will attend. At least one member of the Executive Council must attend these annual events. In the President's absence, the Vice-President will serve as the office representative.
Section 2. Vice-President
The Vice-President shall serve a one year term and shall have completed at least one year on Senate to be eligible for an elected position. In the absence of the President, the Vice-President will serve as the official representative and preside over any other meetings, or any other meetings/events the President is unable to attend.
Section 3. Ex- Officio
The position of Ex-Officio will be a one year term to be served by the immediate past President with no voting privileges unless they are a currently elected Senator.
Section 4. Secretary
The Secretary shall record and distribute minutes of all meetings of the senate, record official attendance and shall carry on official correspondence as directed by the Senate.
Section 5. Treasurer
The Treasurer shall collaborate with the Office of the Vice President for Administration and Finance pertaining to all Senate budget matters and provide necessary reports to the Senate concerning all financial issues. The Treasurer shall also serve as the Chair of the Classified Opportunity Fund.
Section 6. At-Large Representative
One (1) At-Large Representative shall be voted on in April with the election of the Executive Council. A representative must have completed one year on the Senate before becoming an At-Large Representative. The representative will attend the Executive Council meetings.
Section 7. Parliamentarian
One (1) Parliamentarian will be selected to serve as an interpreter of the rules at Senate meetings, when requested by the Chair, using Robert's Rules of Order, newly revised.
ARTICLE IX. EXECUTIVE COUNCIL
The Senate shall have an Executive Council that consists of President, Vice-President, Secretary, Treasurer, At-Large Representative, and Ex-Officio. Co-chairs of the Campus Affairs, Legislative Affairs, Recognition Ceremony, and Public Relations Committees shall also attend Executive Council meetings.
ARTICLE X. SENATE COMMITTEES
Section 1. Senate Committee Chairs and Co-Chairs
The Campus Affairs Chair(s), Legislative Affairs Chair(s), Recognition Ceremony Chair(s), and Public Relations Chair(s) will be appointed by the incoming President in June and will be expected to serve on Executive Council as non-voting members. The Senate shall have the following standing committees listed below which will be encouraged to meet monthly; each Senator must be a member of at least one of the committees.
Section 2. Campus Affairs Committee:
This committee is charged with investigating issues that affect classified employees in any way, reporting on these issues and making recommendations to the Senate and the university President or designee when appropriate. The committee will be the liaison between Senate and campus administration as these issues are explored. A primary objective of this committee is to keep K-State classified employees informed of these issues. This committee is in charge of the Classified Senate booth at the Human Resources Benefits Fair held in October at the K-State Union.
Section 3.Legislative Affairs Committee:
This committee is charged with developing the Position Paper per the needs of the classified employees. The Legislative Affairs Committee meets with the Kansas Classified and Support Staff Council to coordinate and finalize a "unified" version of the Kansas Classified and Support Staff Council Position Paper each fiscal year. The committee is to monitor legislative bills and committee hearings that may impact classified employees and inform Senators on the progress of legislative action. The Legislative Affairs Committee helps organize Legislative Day with the other Regents' universities, recruits fellow classified employees to attend, and aids in presenting the Kansas Classified and Support Staff Council Position Paper in February of each year. The committee is to co-organize university legislative forums on the K-State Campus, to hear current issues in the Legislature, to present classified issues to legislators and have an organized question/answer session.
Section 4. Recognition Ceremony Committee:
This committee is charged with the planning and executing of the annual Classified Employee Recognition Ceremony in the spring of every year. This is to include, but not limited to: securing a guest speaker, reserving the facility, arranging the refreshments, collecting door prizes, securing awards for the retirees, years of service, and employees of the year, drafting the program, contacting distinguished guests to attend, sending out nomination letters for Employee of the Year, contacting Printing Services to print the program, sending out information to classified employees about the ceremony, and double checking awards for accuracy. The committee also is responsible for reviewing the nomination process for Employee of the Year.
Section 5. Public Relations Committee:
This committee is charged with publicizing Classified Senate and its activities, both internally and externally, by promoting knowledge and information through different venues. The committee is responsible for maintaining and updating the Senate web pages and publishing the Senate newsletter, the ROAR, on a quarterly basis. The committee is also responsible for getting information out about Classified Senate to K-State Today and the Collegian.
Section 6. Other Committees:
The Senate may create additional special committees to address any matter of concern to the Senate.
Membership on some special committees may come in the form of a request to the Senate from Central Administration. The President of the Senate will appoint a person or persons as the need arises.
ARTICLE XI. OBSERVERS/CONSULTANTS
All regular meetings shall be open to the public and times and location will be posted on the Senate website. All classified employees and their guests are encouraged to attend Senate meetings.
ARTICLE XII. SENATE BY-LAWS
Where necessary to ensure the orderly and proper function of the Senate, regulations to accompany this constitution may be proposed by a Senator(s) at any Senate meeting and passed upon affirmative vote by a two-thirds vote of the voting membership. Changes to the Code and By-Laws will be noted by date in the Revisions Section. The By-Laws will be reviewed every two years by the Legislative Affairs Committee for necessary updates and revisions (to be reviewed and completed by the end of the Senate year May 31 ending in even numbered years).
ARTICLE XIII. ATTENDANCE OF SENATORS
Senators should be present for the entirety of the regular monthly meetings. A maximum of three (3) unexcused absences will be allowed per Senate year (June 1 - May 31). A Senator will be notified in writing and shall have fifteen (15) workdays to make a written appeal to the Executive Council regarding absences. The Executive Council shall resolve the appeal at the next regular Executive Council meeting. Upon review of the appeal, the Senator could be removed from Classified Senate. If a Senator will be absent, it is recommended that a representative from the same college or unit be sent in his/her place.
ARTICLE XIV. RULES OF ORDER
Robert's Rules of Order, newly revised, shall govern the conduct of procedures of Senate meetings. Senate special rules can be established.
ARTICLE XV. AMENDMENTS
Any Senator may propose amendments to the Code or the By-laws. The amendment shall be considered adopted if approved by a two-thirds majority of filled Senate positions.
Any Senator may propose suspensions of the By-laws. The suspension shall be considered adopted if it is approved by a simple majority of the quorum. Suspensions must be approved for each occurrence.