The staff of the University of Maryland, Baltimore (UMB) is committed to achieving UMB's vision of excellence in academics, research, and service by functioning in a support role to faculty and students. The President of UMB and the President's Cabinet have found it appropriate that the UMB Staff exercise an informed advisory role in areas of policy and procedure which affect the quality of their work life and their level of contribution to the strategic goals of the campus (http://www.umaryland.edu/about-umb/strategic-plan/). The opportunity to be heard on these matters through a recognized Staff Senate is indicative of UMB's goal to develop a more responsive environment distinguished by consistently high levels of commitment and productivity from its Staff. In carrying out its purpose and function, the Senate will observe all established University administrative policies and procedures, including but not limited to USM BOR Policy I-6.00 regarding shared governance (http://www.usmd.edu/regents/bylaws/SectionI/I600.html). 

1. There will be a Staff Senate representing the following employment categories, hereafter referred to as “Eligible Employees,” as designated in USM BOR Policy VII-9.31 (http://www.usmd.edu/regents/bylaws/SectionVII/): 

• All regular exempt
• Contingent II employees  
• Police sergeants and higher ranks in the UMB Police not represented by a union 

 2. The following groups of employees are not represented by Staff Senate:  

• Faculty 
• Nonexempt 
• All “Z” code Employee 
• Contingent I 
• UMB Police represented by a union 
• UMB employees represented by a certified exclusive representative [union representation] 
  

3. The functions of the Senate shall include the following:

a. To advise and make recommendations to the President of UMB and their Cabinet with regards to the following matters: 

i. Policies, procedures and/or rules affecting eligible employees as defined in these bylaws.

ii. Work environment and staff morale.

iii. Issues impacting wages, benefits, and working conditions.

b. To serve as a channel of communication between:

i. Eligible employees and the President of UMB with their Cabinet

ii. Eligible employees and the USM Council of University System Staff (CUSS).

iii. Eligible employees and the UMB Chief Human Resources Officer.

c. To act as a body of the eligible employees to enhance “informed participation and collaboration” in the affairs of the University (UMB).

d. To establish its own committees.

e. To elect representatives to CUSS from its membership as per CUSS Bylaws.

1. There will be a minimum of twenty-four (24) voting members of the Staff Senate composed of eligible employees. Its membership includes representatives from each school and central administration (unit). 

a. The proportion of senators from each unit should reflect the proportion on campus at the time as determined by a report of employment categories by the Office of Human Resource Services. This report should be provided to the designated Staff Senate Elections Committee for each year prior to the election.

b. Each unit will be represented by at least one (1) voting member. 

2. At its first meeting for the inaugural term [October 2003- June 2004], the Senate established staggered terms for the Staff Senate membership. After the initial term, all terms of election for full voting members are for two (2) years unless otherwise noted in the bylaws.

a. Full voting senators who have served for 6 consecutive years will not be eligible to stand for reelection. After a one (1) year stand-down, a senator may run for future elections. (Note - This does not apply to alternates, only voting members.)

3. During each election cycle, four (4) non-voting alternate Staff Senators (hereafter referred to as “alternate(s)” or “alternate members”) are elected to serve one-year terms. The primary role of alternates is to ensure continuous representation and functionality of the Staff Senate by stepping in during the temporary or permanent absence of voting members.
In instances where a voting member is unable to fulfill their duties, whether due to temporary leave or a permanent vacancy, an alternate member will be selected to assume the role of a full Staff Senator. This appointment lasts until the vacant Senator’s term ends. During this period, the alternate member will be granted full voting rights and will be expected to undertake all responsibilities associated with being a full voting Staff Senator. 

4. Each elected candidate represents the entire electorate.

5. All eligible employees may vote for any candidates (with no limit as to the number of candidates for which they vote).

6. Regular elections will be organized by the Election Committee and held during the month of May for the upcoming term year (July 1 through June 30). 

a. No Staff Senator standing for election can serve on the Election Committee.

b. All prospective candidates must be eligible employees and must self-nominate.

c. Election and Ranking of Votes 

i. Ranking Votes: During the election period, vacant Staff Senate seats are filled based on the highest vote counts, with vacancies awarded in descending order of votes received.

ii. Permanent Vacancies (Voting Members): These are filled first, based on the highest number of votes received by candidates. Each voting member is elected to serve a two-year term. The aim is to ensure that the composition of voting members reflects the diverse units within the university.

iii. Alternate Vacancies (Non-Voting Members): During each election, four (4) non-voting alternate Staff Senators are elected to serve one-year terms. These positions will be filled by candidates who received the highest number of votes but were not elected as voting Staff Senators.

iv. Representation from All Units: In the event the current Staff Senate members and the candidates with the highest number of votes do not include representation from all units, the candidate from an unrepresented unit with the highest votes will be elected as a voting member, even if they did not receive one of the overall highest vote counts. In such a case, a 1-year appointment will be made. This appointment will maintain full voting privileges during the 1-year term.

v. If all possible candidates have been exhausted, then the Executive Committee can fill vacancies by appointment.

d. Election Results 

e. Elected members will begin their service term at the July meeting immediately following the verification of the election results by the Election Committee.

7. Staff Senator Conduct and Membership Changes

a. Dismissal for Misconduct or Non-Compliance:
The Senate, by two-thirds (2/3) vote of the entire body, may vote to remove any of its members for just cause. Grounds for dismissal include, but are not limited to:

i. Violation of University or Senate policies.

ii. Acts that defame or malign the reputation of the Staff Senate.

iii. Excessive absenteeism, as detailed in the Absenteeism Policy.

b. Absenteeism Policy:

i. Senators are allowed three (3) excused absences per annual term from regular Staff Senate meetings.

ii. An absence is excused if notice is given to the Staff Senate Secretary or Executive Committee before the next occurring meeting. An absence is unexcused if no notice is given prior to the next occurring meeting.

iii. If a Senator is out on FMLA (i.e. leave defined under the Family and Medical Leave Act), an alternate may fill the Senator's voting role temporarily until the Senator’s return.

iv. Once a Senator reaches three (3) excused absences, or a combination of three (3) excused and unexcused absences, the President will schedule a phone call to discuss the Senator’s commitment to the remaining meetings for the term year.

v. Three (3) consecutive, unexcused absences will be taken as the Senator’s resignation from the Senate.

vi. If a Senator reaches four (4) excused absences, or a combination of four (4) excused and unexcused absences, the Executive Committee will review the Senator’s total contributions to the Senate to determine if a recommendation for removal is appropriate.

c. Dismissal Procedure:

i. Initiation: The member calling for the removal of a Senator must submit a written request for removal, detailing the reasons, to the Executive Committee for review.

ii. Review and Voting: The Executive Committee will review the request and ensure the vote for removal takes place at the next Staff Senate meeting.

iii. Notification and Appeal: Following the vote, the President will inform the Senator of the outcome of the vote. The Senator can appeal the decision by submitting an appeal form or presenting for no more than five (5) minutes at the following meeting to explain why the Senator wishes to remain on the Senate. A closed vote follows the appeal.

iv. Final Decision: The President will inform the Senator of the final outcome. In cases where a Senator, who was under consideration for removal due to excessive absenteeism, is voted to remain on Staff Senate, any further absence will automatically result in their resignation from the Senate.

d. Resignation:

i. A Senator may resign by:

1. Giving written notice to President of the Executive Committee. Written resignations will take effect at the time specified in the notice.

2. Leaving UMB employment.

3. Becoming ineligible as per the Staff Senate bylaws.

ii. Resignations are officially recorded and reported to the Staff Senate.

e. Filling Membership Vacancies:

i. With the exception of Executive Committee Seats, Senate seats vacated by resignation, removal, or for any other reason will be filled by the alternate Staff Senator with the next highest number of votes in that unit (Bylaws III.3).

ii. If all possible alternates and candidates have been exhausted, then the Executive Committee will fill vacancies by appointment.

1. There will be a minimum of eight (8) business meetings of the Senate each term. All business meetings are open. The Senate will establish its calendar of business meetings for the year and forward it to the UMB President, who will notify each members’ dean or department of that schedule.

2. Special meetings may be called by the President of the Senate, by the Executive Committee, by resolution of the Staff Senate, or by petition signed by at least one-third ( /3) of Staff Senate members.

3. All eligible employees may attend business meetings of the Senate, without voice or vote, subject to requirements of space and good order. Special meetings may be open, with or without voice, or closed to all eligible employees at the discretion of the Executive Committee.

4. A quorum will consist of fifty percent (50%) plus one (1) member of the current membership (excluding alternates). An affirmative vote of a majority of the members present and voting will be necessary to adopt any motion or resolution.

5. Any two (2) Staff Senators may require that an item be placed on the agenda of a business meeting or special meeting. Any Staff Senator can raise an issue for discussion at a Staff Senate meeting during the open forum portion of the meeting.

6. Senate members will be released from their normal work responsibilities when necessary, in order to fulfill their Staff Senate Responsibilities (per BOR Policy I-6.00 (III) (L)) including:

a. Attending monthly scheduled business meetings (all voting and alternate members).

b. Attending at least four (4) Monthly Executive meetings (officers and invited guests only).

c. Additional Staff Senate responsibilities, including attendance at committee or special meetings, completion of committee assignments, and other activities.

7. All procedures not otherwise set forth in these Bylaws or by rules adopted by the Staff Senate will be in accordance with the latest revised edition of Robert's Rules of Order.

1. The Executive Committee consists of seven (8) officers elected from the Staff Senate membership, including the President, Vice President, Secretary, Communications Officer, Equity & Action Officer, Past President, Member-at-Large, and Operations Officer.

2. The Executive Committee will meet a minimum of five (5) times during each term year.

3. The Executive Committee will fulfill the following functions:

a. Set the agenda for Senate meetings.

b. Report on the work of the Senate to the UMB President, the Council of University System Staff (CUSS) and the UMB campus community.

c. Act as liaison or point of contact with the UMB President and Chief Human Resources Officer.

d. Recommend to the Senate the establishment, composition, and responsibilities of standing and/or special committees; fill irregular vacancies on committees; and recommend participation in campus committees.

e. Manage the Senate’s annual operating budget.

f. Perform additional duties as assigned by the Senate or UMB senior leadership.

4. Officer Nominations and Elections:

a. Nominations for Executive Committee officer roles for the upcoming term will open in May and continue until the start of the voting process at the June meeting.

b. Only current Staff Senate members are eligible for nomination for Executive Committee officer positions. The Member-at-Large and Operations Officer roles are exceptions, open to both current and newly elected Staff Senate members.

i. New Staff Senators will be given preference for the Operations Officer role. Should no new Staff Senator be nominated, this position will be open to returning Staff Senators.

c. Officers are elected for a one-year term by the Senate membership through an electronic vote held during the June Senate meeting. Elected officers officially assume their roles at the July meeting.

d. The elections for Member-at-Large and Operations Officer differ from other elections, as they take place after the new Senators are seated, typically at the July meeting. Nominations for this position will be collected until the election meeting in July.

5. The duties of the Executive Committee officers are outlined below. However, officers may be assigned other responsibilities as needed by the Senate or UMB Senior Leadership:

a. President

i. Presides over all meetings of the Senate

ii. Finalizes the agenda of each Senate meeting

iii. Serves as chief liaison with the UMB President

b. Vice President

i. Serves in the absence of the President

ii. Serves as Senate parliamentarian

iii. Should the role of Staff Senate President become vacant, assumes the duties of the President until the end of the original President’s term.

c. Secretary

i. Responsible for recording and distributing minutes

ii. Maintains all records of the Senate

iii. Monitors the Senate’s budget and reports on its fiscal status to the Executive Committee and the full Senate

iv. In the event the role of Staff Senate Vice President becomes vacant, acts as Vice President until a new Vice President is elected.

d. Communications Officer

i. Chairs the Staff Senate’s Communications Committee

ii. Serves on the UMB Communications Council

iii. Responsible for the development, management and execution of Staff Senate communications including website and social media management, marketing, and coordination of activities with the UMB Office of Communications and Public Affairs.

e. Past President

i. Serves as an advisor to the Executive Committee in order to provide continuity

ii. This position is appointed by the current sitting Senate President, though is normally filled by the immediate past Senate President. If the position is not held by a current voting member as defined above, the position is considered ex officio and will not have voting rights.

iii. If there are no past Senate President members who wish to accept the appointment, the position will remain vacant.

f. Equity and Action Officer

i. Responds to concerns related to diversity, equity, and inclusion (DEI) for eligible employees represented by the Staff Senate.

ii. Serves as the Staff Senate representative on university-wide DEI efforts such as the Diversity Advisory Council (DAC).

iii. Develops and maintains partnerships with school-based DEI officers; the Office of Equity, Diversity, and Inclusion and the Chief Equity, Diversity, and Inclusion Officer and Vice President; the Intercultural Center; and the Office of Accountability and Compliance and the Chief Accountability Officer.

g. Member-at-Large

i. Responsible for overseeing all Senate committees and campus committee liaisons.

ii. Receives, organizes, and maintains records of monthly committee minutes.

iii. Reminds committees to schedule monthly meetings and receives those dates.

iv. Provides regular reports to the Executive Committee regarding the status and activities of the other committees (e.g. membership, lack of participation, etc.).

h. Operations Officer

i. Facilitate transition between Executive Boards by communicating with past board members and documenting and sharing relevant information to ensure continuity and consistency.

ii. Promote knowledge transfer and organizing knowledge-sharing sessions between outgoing and incoming board members.

iii. Manage the Election Committee and oversee election operations and logistics.

iv. Nominations for the Operations Officer role shall prioritize newly elected Staff Senate members. If no newly elected member is nominated or willing to serve, nominations shall then be open to returning Staff Senate members.

6. Permanent Vacancies on the Executive Committee

a. A vacancy on the Executive Committee exists upon the death, resignation, forfeiture of eligibility, or removal of an officer.

b. Any officer may resign from the Executive Committee while remaining a member of the Senate by giving written notice to the entire Executive Committee. Such resignation will take effect upon the receipt of such notice or at a later date if specified in the notice. Acceptance of such notice is not required for the resignation to take effect, unless otherwise specified in the bylaws or the notice.

c. Officer vacancies are filled according to the specific position, with each successor serving for the remainder of their predecessor’s term.

i. President: The Vice President will automatically assume the duties of the President in the event of a vacancy.

ii. Vice President: The Past President temporarily assumes the duties of the Vice President in the event of a vacancy. A new Vice President will be elected by the Senate membership to serve the remainder of the term. Nominations for this position will be accepted from the first working meeting following the vacancy until the start of the voting process at the subsequent meeting. If there is no Past President on the Executive Committee, the Secretary will temporarily assume the duties of Vice President.

iii. Other Executive Committee Positions: Vacancies in other positions will remain unfilled until elections are held to fill these roles. Nominations for these positions will be accepted from the first working meeting following the vacancy until the start of the voting process at the subsequent meeting.

1. The Senate will establish standing committees, with membership by self-selection, to include but not be limited to a CUSS Committee and an Election Committee.

2. The Senate may establish special committees, as recommended or as assigned by the President of UMB.

3. The Senate will send representation to inter-campus committees, as requested.

4. The Member-at-Large oversees and coordinates with each Committee Chair.

5. Every Senator is required to participate in at least one Senate Committee per term.

6. Committee Chair Selection

a. Chairs of the standing committees will be selected by members of each committee at their first meeting of the term. Committees may also opt to select a co-chair.

b. Executive Committee officers are ineligible to chair other standing committees, with the exception of the Communications officer, who chairs the Communications Committee.

c. Committee chairs will be elected to serve a term of one year.

d. Each chair is responsible for arranging and presiding over their respective committee meetings, and must submit monthly written reports of committee activities to the Member-at-Large in advance of scheduled Senate meetings.

e. Each chair will also submit an annual report to the Senate President by the June Senate meeting.

7. Standing Committees

a. Board of Regents Staff Awards Committee: Works with the UMB President’s office to facilitate the nomination process and review all UMB nominations for the Board of Regents Staff Awards.

b. Communications Committee: Manages Staff Senate communications and ensures that the Staff Senate’s presence, involvement on-campus, and opportunities for staff are shared with the campus community. Committee members work to establish and increase awareness of the Staff Senate’s role. Established communications include: producing materials with the Staff Senate, tabling at fairs, maintaining a social media presence, and contributing to The Elm and the Common Calendar.

c. Community Outreach Committee: Contributes to and coordinates events related to improving the welfare of individuals and families in the local Baltimore community. Works in coordination with the Office of Community Engagement to conduct annual drives (for school supplies, Thanksgiving food baskets, holiday gifts, etc.), and participate in volunteer opportunities and service projects. The Committee also coordinates and discusses community outreach activities with the Faculty Senate Community Outreach Committee.

d. Council of University System Staff (CUSS): The mission of CUSS is to provide a voice in basic decisions that affect the welfare of the University System of Maryland (USM) and its employees. For more information about CUSS, its mission, and its initiatives, please visit the main CUSS website.

i. CUSS Representatives

1. At UMB, CUSS members are self-nominated from the current voting members of the Staff Senate.

2. The UMB Staff Senate will elect three (3) primary representatives, and three (3) alternates. Alternates will substitute for primary representatives in their absence. All members are encouraged to attend all meetings.

3. Members of the Council of University System Staff (CUSS) serve two (2)-year terms. Committee terms begin in August of each year.

4. If any CUSS representative is absent from two (2) Council meetings without prior notification to the Chair, and without sending an alternate, the Executive Committee will remove the Staff Senator from CUSS and appoint another Staff Senator as a replacement.

e. Policy/Legislation Committee: Oversees the review of Staff Senate bylaws to make sure serve the best needs of the Staff Senate as an organization. Members are responsible for tracking all bills and proposals within the state or federal government that may impact staff of UMB. Members may serve or liaise with UMB CUSS representatives and align priorities across USM and UMB specifically.

f. University Life Committee: Addresses issues that affect staff and their day-to-day lives at UMB, such as affordable child care, leave donation, professional development, timekeeping, and staff recognition. Members of this committee participate in university-wide committees as representatives of the Staff Senate and all eligible staff. They assess and recommend opportunities for advancement with Campus Climate Survey and others, as well as plan, execute, and promote Staff Senate activities across campus, including meet-and-greets, networking activities, and professional development opportunities.

The Staff Senate will, on a regular (3-year) basis, self-evaluate the Bylaws and operations to determine if the purposes and functions of the Senate are being fulfilled. This will include, but not be limited to, a review of the composition of the membership to ensure all eligible categories are fairly represented. Self-evaluations may result in proposed amendment(s) to the existing By-Laws.

1. Amendment(s) to existing Bylaws may be proposed by any two (2) current members of the Staff Senate and will be submitted in writing to the Senate President, who will bring it to the Executive Committee.

2. Proposed amendment(s) will be distributed to the Staff Senate membership at least two (2) weeks prior to any meeting at which the amendment(s) will be reviewed and discussed. Presentation of the proposed amendment(s) will take place at the earliest scheduled working meeting of the Staff Senate, provided they were distributed at least two (2) weeks prior to the meeting date. A vote on the proposed amendment(s) may not occur until the next scheduled Staff Senate business meeting following the meeting at which the proposed amendment(s) were discussed.

3. Approval of the proposed amendment(s) will require a simple majority affirmative vote, provided a quorum (50% of the current Staff Senate membership, plus one (1) member) is in attendance. Approved amendment(s) take effect immediately following an approval as defined in these Bylaws.

Revised: 09/30/2003; 10/13/2003; 12/5/2003; 07/01/2006; 2/12/2008; 04/01/2010; 03/08/2011; 04/05/2012; 12/03/2015; 11/03/2016; 06/07/2018; 05/02/2024; 09/05/2024