Bylaws

1. The Staff Assembly at University of California San Francisco (UCSF) is approved by the Chancellor, under authority granted by the Regents, to be advisory to the Chancellor on matters of staff concern within limitations imposed by law.
2. Within the framework of these Bylaws and the Rules and Regulations of the University of California, San Francisco at both the Campus and Medical Center, the Staff Assembly will have authority to elect officers, form committees, and conduct business in furtherance of the goals and objectives set forth below.

The Staff Assembly is an association of staff employees not represented by an exclusive bargaining agent. All UCSF staff employees who are not covered by a collective bargaining agreement or covered by a Memorandum of Understanding with a collective bargaining agreement are members of the Staff Assembly.

The Staff Assembly will seek to enhance communication among its staff and to advise the Chancellor, Campus, and Medical Center administration and leadership on matters of concern to members. To this end, the Staff Assembly will:

1. Champion issues affecting staff and work with senior leadership to support UCSF as an employer of choice.
2. Meet on a monthly basis to exchange information and ideas relevant to the staffs and members.
3. Survey general staff concerns through listening sessions, regularly scheduled and intermittent surveys, feedback forms, and/or 1:1 meetings.
4. Maintain liaison with the Senior Vice Chancellor, Finance & Administration and Associate Vice Chancellor, Human Resources.
5. Publish information dedicated to issues of relevance to the membership through the Staff Assembly website, listserv, email announcements, MS Teams, and/or a column in campus or system wide publications.
6. Invite leadership and other UCSF staff groups and staff resource providers from the Schools and both the Campus & Medical Center to discuss issues of concern to staff at general meetings.
7. Sponsor seminars, debates, lectures, and other campus events designed to illuminate issues of general interest to staff.
8. Investigate and recommend solutions to problems affecting the staff, subject to the authority governing its status as advisory to the Chancellor.
9. Maintain a website, MS Teams, and/or listserv for the receipt and distribution of information, and for retention of Staff Assembly records.
10. Maintain liaison with staff employee advisory groups on other UC campuses through participation in the Council of University of California Staff Assemblies (CUCSA).
11. Build and maintain liaisons with other staff resource groups at UCSF.
12. Meet at least once a year with the Chancellor to ask questions and exchange views on issues of concern to staff.

Purpose

1. Inform the general membership of committee progress, including standing committees, ad hoc, and campus committees.
2. Inform the general membership of the results of meetings with the Chancellor, CUCSA, the Regents, and other leadership.
3. Create a space and peer support for staff to discuss complicated issues they are
   navigating within their worksite and learn from other staff who may have experienced
   similar issues.
4. Identify relevant and important issues and refer to ad hoc or standing committees.
5. Present information to the general membership regarding benefits, staff personnel policies, and other topics of interest to the membership.
6. Review recommendations for action approved by the Executive Board.
7. Recognize staff and leaders who are champions for staff.

Terms

1. Meetings are held virtually monthly.
2. Newsletters or an equivalent form of electronic communication are published at least once a quarter.
3. All members may attend general meetings under the provisions of Personnel Policies.

Membership

1. An Immediate Past Chair, Chair, Chair-Elect, Secretary, Treasurer, Communications Officer, Communications Officer-Elect, Advocacy, Engagement, and Recognition Officer, Advocacy, Engagement, and Recognition Officer-Elect and two delegates to the Council of UC Staff Assemblies (CUCSA) will comprise the Staff Assembly Executive Board.
2. The Executive Board will appoint the chairs of standing and ad hoc committees to the Board. These chairs will serve as voting members on the Board during their tenure. In addition, people serving on the CUCSA Executive Board from UCSF, if any, will also be voting members of the Staff Assembly Executive Board during their tenure.
3. All officers of the Assembly Executive Board must be voting members.
4. Positions that become open during the term may be filled by a nomination and majority vote of the Executive Board to be completed as an interim role to the end of the term.

General Duties

1. Meet regularly to conduct general Staff Assembly business as follows:
   1. Monthly meetings – Meetings are held on the third Wednesday of the month at noon virtually.
   2. Annual planning session – This planning session (2-4 hours in length) is held near the beginning of the term.
2. Publicize and plan agendas for general meetings.
3. Call special meetings of the membership, including quarterly Town Halls, as agreed by a majority of the Executive Board.
4. Meet quarterly with the Staff Assembly sponsorship team to communicate matters of concern to the membership.
5. Present annual budget request to the Associate Vice Chancellor, Human Resources’ office. Make recommendation for adjustments to annual budget to support continued growth and extend outreach opportunities as membership of UCSF staff assembly increases.
6. Review and appoint delegates to campus committees; send recommendations to those committees regarding staff perspectives.
7. Approve, by majority vote, all Staff Assembly expenses and recommendations for action submitted by Staff Assembly members.
8. Refer incoming issues, problems, and requests for action to the appropriate committees.
9. Serve as a reviewer for the Staff Assembly Scholarship Program, two times per year.

Officers and Position-Specific Duties

Chair

1. Provide leadership to the Executive Board and Staff Assembly; call meetings, provide general direction for the leadership, prepare agendas, and serve as contact person for all Staff Assembly business.
2. Chair all general and Executive Board meetings.
3. Collaborate with Staff Assembly Executive Sponsors and other UCSF leadership on matters of interest to staff. 
   a. Initiate regular meetings with sponsors (currently quarterly).
   b. Initiate check ins with other UCSF leadership. 
4. Act as point person for Staff Assembly with campus leadership. Represent Staff Assembly on other committees.
5. Sign Staff Assembly correspondence.
6. After completing a year as Chair, this person is expected to sit on the Executive Board as a voting member for an additional year.
7. Plan the beginning of the year Annual Planning Session for Executive Board.
   a. Create and maintain the list of initiatives and goals for the upcoming year
   b. Create and maintain the calendar of events for the upcoming year.

 

Chair-Elect

1. Assist the Chair in the performance of their duties, including acting as an additional contact person for all Staff Assembly business.
2. Assume the duties of the Chair in their absence.
3. Scholarship Program Lead:   Assumes the lead role in planning and launching the Staff Assembly Scholarship Program and any ad-hoc professional development events and functions (e.g., Town Halls) on behalf of Staff Assembly. 
4. After completing the year as Chair-Elect, this person will serve as Chair for one year.

 

Immediate Past Chair

1. Attend quarterly Staff Assembly sponsor meeting in an advisory capacity. 
2. Liaise with Administrative Management Professional (AMP) group to determine support opportunities and engagement for symbiotic events and initiatives. 
3. Advise the Executive Board of any matter of concern to the Staff Assembly.
4. Provide list of resources and key staff contacts from their year as Chair.

 

Secretary

1. Record and post minutes from general and Executive Board meetings. Distribute and maintain meeting materials (agendas, minutes, etc.) in appropriate venues. 
2. Collect, maintain, and post minutes from committee meetings.
3. Send out any Staff Assembly news, notifications, or updates.
4. Coordinate any general and Executive Board meetings. This may include room reservation, call in numbers, set up, and other miscellaneous items.
5. Plan, organize, and execute the nominations and elections process, at least yearly. May need to work on this function on an ad-hoc basis (e.g., to fill a sudden vacant position, etc.).

 

Treasurer

1. Review, approve, and keep the record of Staff Assembly expenses; approve requisitions and travel expense reports from CUCSA delegates; review,
   approve and track scholarship reimbursement requests, maintain the general ledger.
2. Work with HR Business Services to obtain final approval in all orders/payments.
3. Report the status of the accounts, prepare budget and expense reports for approval by the Executive Board.
4. Ensure all orders for disbursement of funds and processing of payment for vendors are completed in a timely manner; make recommendations concerning the budget to UCSF Staff Assembly.
5. Verify monthly general ledger.
6. Make recommendation for adjustments to annual budget to support continued growth and extend outreach opportunities.
7. Procure gift cards/giveaways for staff engagement events.

 

Communications/Marketing Officer

1. Edit and distribute pertinent information in appropriate venues for membership, as needed.
2. Maintain website, listserv, MS Teams, and social media with information relevant to Staff Assembly.
3. Help with the promotion and marketing of Staff Assembly and its interests to the larger UCSF and UC communities.
4. Meet with Recognitions Officer and develop/Improve communications strategy to Staff Assembly membership:  
   1. Outreach out to new hires 
   2. Communicate programs to staff in listserv and MS Teams 
   3. Develop/Improve communications strategy to other employee groups.
5. With the Recognition Officer, promote programs for staff recognition and shout outs. 

 

Communications/Marketing Officer Elect

1. Assist the Communications/Marketing Officer in the performance of their duties, including sharing as an additional contact person for all Staff Assembly business.
2. Draft quarterly newsletter and archive all materials sent to the membership.
3. Assume the duties of the Communications/Marketing Officer in their absence.
4. After completing the year as Communications/Marketing Officer-Elect, this person will serve as Communications/ Marketing Officer for one year.
5. On a bi-annual basis, request an updated eligible membership list and send a welcome email to new members.

 

CUCSA Second-Year Delegate

1. Attend all Council of UC Staff Assemblies (CUCSA) meetings. These occur quarterly and rotate between the various UC locations.
2. Take an active role on any work groups or sub-committees as part of CUCSA.
3. Present verbal reports at general and Executive Board meetings regarding CUCSA business.
4. Conduct campus surveys as requested by CUCSA.
5. Lead and form the planning committee for hosting CUCSA meetings at UCSF (typically every 3 years as voted by the CUCSA delegation. Work with the Treasurer to create and update a CUCSA host location budget and secure funding for the Quarterly Meeting.
6. In collaboration with the Recognition Officer, coordinate the nomination and vote for the UCSF nominees for the CUCSA Staff Awards (typically held in late January).
7. In the event of vacancy for this role,  strongly recommend that the incumbent has spent one year as a member of the Executive Board or has been actively involved with Staff Assembly.

 

CUCSA First-Year Delegate

1. Attend all Council of UC Staff Assemblies (CUCSA) meetings. These occur quarterly and rotate between the various UC locations.
2. Take an active role on any work groups or sub-committees as part of CUCSA.
3. Prepare campus updates to present at upcoming CUCSA meetings. These should be completed a month before the CUCSA meeting
4. Present verbal reports at general and Executive Board meetings regarding CUCSA business.
5. Conduct campus surveys as requested by CUCSA.
6. Assist the CUCSA Second-Year Delegate with leading and forming the CUCSA Quarterly Meeting Planning Committee in years where UCSF is a host location.
7. After completing the year as CUCSA First-Year Delegate, this person will serve as the CUCSA Second-Year Delegate for one year.
8. Preferably involved with the Staff Assembly for at least one year. 

 

Advocacy, Engagement, and Recognition Officer 

1. Attend all Regents meetings held in San Francisco (typically at Mission Bay) and as many East Bay meetings as time permits. May also be able to listen remotely if not able to be physically present. 
2. Review the minutes from each Regents meetings and present reports at general and Executive Board meetings. Present key takeaways at general meetings.
3. This position is subject to review/approval by the Executive Board prior to elections. 
4. Seek out potential guests at general meetings. Coordinate with the Chair to invite and schedule guest speakers.
5. Lead Staff Programs that will   
   1. Promote new members' engagement 
   2. Promote Staff Wellness and meet with the Wellness Manager as requested.
   3. Coordinate efforts with Campus Life Services such as participation in the staff resource fair
6. Collaborate with Staff Advisor to the Regents (STAR) on how we can support their efforts and vice versa.
7. Work with the Treasurer to estimate, request and secure budget to support Staff Programs and events
8. Work with Communications Officer and Officer-Elect to Lead Staff Recognition programinitiatives to recognize staff that have gone above and beyond contributing to life at UCSF.
9. Work with CUCSA delegates to nominate someone from UCSF for each category of the CUCSA outstanding staff awards.

 

Elections

1. A Call for Nominations will be sent to all non-represented staff via email during the spring of each year (typically May) with a minimum of two weeks to return nominations.
2. Members of the Executive Board will call or email all nominees to explain the requirements of the particular office and to ascertain their willingness to run.
3. Campaign statements from each candidate will be compiled and emailed in spring as part of the ballot to all non-represented staff with at least two weeks to return ballots.
4. The following procedures must be followed:
   1. Only one ballot from each IP address will be counted. No duplicates will be accepted.
   2. The election announcement must include a deadline. No ballots will be accepted after the deadline.
   3. Ballots will be counted by at least three members of the Executive Board.
5. The election will be completed by May 31st of each year. Officers start their terms on July 1st of each year.
6. The membership will be notified of the election results via e-mail.

Terms​

1. The Chair-Elect is elected to serve a three-year term, one year as Chair-Elect, one year as Chair, and one year as Immediate Past Chair.
2. The below members of the Executive Board are elected to serve a one-year term:
   a. Treasurer
   b. Secretary
   c. Recognitions Officer
3. The below members of the Executive Board are elected to serve a two-year term:
   a. Communications/Marketing Officer-Elect, serving one year as Officer-Elect and the subsequent year as Officer
   b. CUCSA First-Year Delegate, serving one year as the First-Year Delegate, and one year as the Second-Year Delegate
4. Positions vacated during the year will be filled by appointment and approval of the Executive Board with the exception of the Immediate Past Chair, who will not be replaced if the position becomes vacant.

General Operating Procedures

1. Any Staff Assembly member may join any standing or ad hoc committees.
2. The chair of any standing or ad hoc committees will be chosen and appointed by the Executive Board. It is the responsibility of the chair of the committee to recruit membership to the committee.
3. Meetings of standing and ad hoc committees are held once a month unless the committee members agree to a different schedule.
4. Reports of committee progress will be announced at each general meeting and in the appropriate publications.
5. Minutes of meetings will be kept and submitted to the Secretary for storing.
6. Requests for financial assistance are to be submitted to the Executive Board for approval.
7. Requests for action, or issues which the committee wants communicated to the Chancellor, are to be submitted to the Executive Board for approval.

Ad Hoc Committees

1. Any Staff Assembly member may suggest the need for an ad hoc committee to address the issues of concern to the membership.
2. Membership is voluntary but will consist of a minimum of three Staff Assembly members.
3. Each ad hoc committee will define its objective scope and anticipated ending date of activities.

Campus Committees

1. Staff Assembly members interested in serving on campus committees may contact the Executive Board.
2. Employees selected from recommendations of the Executive Board to serve on campus committees will report at the general meetings and submit newsworthy items to the Communications/Publicity Committee and the Communication Officer.
3. Employees are appointed for one year, or for the duration of the committee, if time-limited.

Roberts Rules of Order shall govern the Assembly in all areas where they are applicable and insofar that they are not in conflict with these bylaws

The Bylaws may be amended by a two-thirds majority of the membership present at any general meeting, provided the amendment was submitted, in writing, to the membership at least three weeks prior to voting to allow for presentation and open discussion.