Kenyon Staff Council Bylaws

I. Mission 

Kenyon Staff Council (KSC) seeks opportunities to improve communication across the campus, with special emphasis on the relationships among staff, the President and Senior Staff. Every employee’s thoughts, concerns, and vision for a better Kenyon will guide our efforts.

II. MEMBERSHIP

KSC consists of nineteen (19) members, drawn from all staff positions at Kenyon and elected by staff. Each division of the College is represented.

Academic, Admissions, College Relations, Finance and Library and Information Services (LBIS) have two representatives each, one non-exempt and one exempt. Operations and Student Affairs have three representatives, one non-exempt, one exempt and a third divisional at-large. Three at-large members, from any division and either exempt or non-exempt, also serve.  Staff members falling under the President’s division may serve on Staff Council through the campus at-large openings. Terms of service are three years.

Duties of the Member:

• Attend regular meetings of KSC.
• Communicate clearly and regularly with constituents regarding KSC events, initiatives and projects.
• Participate on at least one subcommittee of KSC.
• Notify one of the Co-Chairs if you are unable to attend a meeting.

Each year, one-third of KSC members (six or seven), are elected by general ballot of all staff according to the following rotation:

• Year A: Academic (non-exempt), Admissions (non-exempt), College Relations (exempt), Finance (exempt), Operations (exempt), Student Affairs (exempt or non-exempt), At-Large 1 (exempt or non-exempt)
• Year B: Academic (exempt), Admissions (exempt), LBIS (non-exempt), Operations (non-exempt), Student Affairs (non-exempt), At-Large 2 (exempt or non-exempt)
• Year C: College Relations (non-exempt), Finance (non-exempt), LBIS (exempt), Operations (exempt or non-exempt), Student Affairs (exempt), At-Large 3 (exempt or non-exempt)

Elections will occur no later than May 15 each year and will be coordinated by the Office of the President along with the KSC Election Coordinator. All staff (full-time, part-time and union) at Kenyon College are eligible to both vote and sit on KSC. Staff votes for their division representation and at-large representatives.

Members of KSC whose terms have expired are ineligible for reelection for a period of one year following their term. This period of ineligibility is waived for members appointed or elected to fill mid-term or uncontested vacancies for one and one half academic years or less.

If, during the nomination process for a division or an at-large opening for KSC, a nominee does not emerge, the position will be first filled within that same division by a corresponding exempt or non-exempt representative, and then by appointment of the President. The appointment will last for the duration of the academic year in which the vacancy occurred. A new member will be elected during the next election to fill the remainder of that unexpired term. The temporary, appointed member will be eligible in the election to fill the remainder of the unexpired term.

Mid-term vacancies will be filled temporarily by appointment of the President. The appointment will last for the duration of the academic year in which the vacancy occurred. A new member will be elected during the next election to fill the remainder of that unexpired term. The temporary, appointed member will be eligible in the election to fill the remainder of the unexpired term.

If a vacancy should occur three months or less before the next election, a temporary appointment is not required. The vacancy will be filled during the election, with the new member to be seated the following academic year.

III. OFFICERS

Co-Chairs


• Two members are elected by KSC to serve for a two-year term; July 1 to June 30.  The terms will be staggered between the co-chairs, with a one year overlap so as to ensure an experienced co-chair is in office at all times. 

• Duties of the Chairs: Manage daily affairs of KSC; oversee meetings to ensure smooth and productive operation; manage meeting agendas; serve as liaisons to the President and Senior Staff; represent KSC on Grievance Process deliberations.

• Co-Chairs are to be elected at the final regularly scheduled meeting of the academic year to take effect the following year. Only KSC members completing their first year on KSC are eligible to serve as Co-Chair. 


Secretary


• One member is elected by KSC to serve for a one-year term, July 1 to June 30. 

• Duties of the Secretary: Prepare and distribute draft and final minutes of each meeting, coordinate official correspondence of KSC, and manage the KSC website. 

• The Secretary is to be elected at the final regularly scheduled meeting of the academic year to take effect the following year. Only KSC members completing their first or second year on KSC are eligible to serve as Secretary.

Treasurer


• One member is elected by KSC to serve for a one-year term, July 1 to June 30. 

• Duties of the Treasurer: Prepare and distribute updated status of each KSC account at each meeting, coordinate official records of said funds, and present budget information when requested.

• The Treasurer is to be elected at the final regularly scheduled meeting of the academic year to take effect the following year. Only KSC members completing their first or second year on KSC are eligible to serve as Treasurer. 


Election Coordinator


• One member is elected by KSC to serve for a one-year term, July 1 to June 30. 

• Duties of the Election Coordinator: Work with the Office of the President to gather nominees for general election to KSC; handle election procedures; notify KSC and the campus of election results; coordinate and manage election of Co-Chairs, Secretary, and Election Coordinator for the following term. 

• The Election Coordinator is to be elected at the final regularly scheduled meeting of the academic year to take effect the following year. Only KSC members completing their second year on KSC are eligible to serve as Election Coordinator. 


IV. MEETINGS

KSC will meet at least once per month, and more often as needed. This meeting time may be rescheduled by the Co-Chairs for special meetings or to accommodate work priorities for the members. Each meeting will have a substantive agenda sent to the members by the Co-Chairs. A majority vote of the full membership of KSC is required to approve any action, recommendation, or resolution. Periodic reports through Fortnightly, e-mails and other means should be made to keep the employees of the College informed of the agendas and actions of KSC.

All KSC discussions are of a confidential nature. Confidential information is not to be discussed outside the meeting, but information sharing is encouraged without breaking confidentiality. If a member, because of job assignment, cannot participate in or contribute to an issue, the member may absent her/himself.

V. AMENDMENTS

Changes to the Bylaws of KSC must be approved by a majority vote of the members, who must represent a quorum at the time of the vote. Prior notice of ten days will be given if changes are to be considered and voted upon. Amendments voted upon and carried will be sent to the President for final approval.

VI. SUBCOMMITTEES

All members of KSC will serve on at least one subcommittee. Other Kenyon employees, including faculty not serving on KSC will be encouraged to serve alongside KSC members on any subcommittee. Standing subcommittees are:

• Benefits and Policy: The benefits and policy subcommittee coordinates with the Office of Human Resources to gather feedback from and communicate with employees on benefits and employment policy. This subcommittee also assists with the review of benefits packages and employment policies as necessary. Union members may not serve on this subcommittee as their benefits needs are negotiated through the unions.

• Communications: The communications subcommittee coordinates all KSC communications along with the Secretary. They gather questions submitted through the KSC website, as well as coordinate and then post responses to the website. The subcommittee regularly reviews submitted questions for discussion by KSC as a whole to identify potential items for KSC review. Only sitting KSC members will participate on this subcommittee. 

• Events: The events subcommittee coordinates and publicizes all general KSC events, including but not limited to Common Hour presentations and all-employee lunches. 

• Outreach: The outreach committee coordinates initiatives designed to inform, engage and connect members of the Kenyon community. Specific examples of initiatives include ongoing review of the new employee orientation materials and coordinating programming for other outreach events.


Other subcommittees are formed as needed for special items of common interest, or at the request of the President and/or Senior Staff.

Last modified: May 2017