Employee Assembly Draft Documents

CHARTER OF THE CORNELL UNIVERSITY
EMPLOYEE ASSEMBLY
(with Amendments and Bylaws as of May 2003)

Wednesday, 25 June 2008 Draft

Preamble

In response to a vote of the Cornell community and as requested by the President, this document sets down rules and regulations requisite for establishing an Employee Assembly, to be peopled by employees and to be concerned with those matters directly affecting employees of Cornell University. Furthermore, this body will interact with and discuss issues of common interest with the Student Assembly and the Faculty Senate.

The purpose of the Employee Assembly is to ensure a direct focus for the continued involvement of exempt and non-exempt staff members in the governance of non-academic affairs and in the life of the University. The Employee Assembly will bring about a higher visibility for employees as community members, more equal participation with faculty and students in the policy-making process, and an increased sense of community among all constituencies through shared responsibilities.

The Employee Assembly will actively seek to involve all segments of Cornell’s diverse employee population in the Assembly’s decision-making activities. Particular effort will be made to ensure that women and minority persons have equal access to Employee Assembly positions.

ARTICLE 1 Establishment

Pursuant to the authority delegated by the Board of Trustees, the President hereby establishes the Employee Assembly. Articles 1 through 9 of this document constitute the Charter of the Employee Assembly.

ARTICLE 2 Authority and Responsibility

The Employee Assembly (hereinafter referred to as the EA) shall explore opportunities to enhance the role, function and contribution of employees to the well being of the University. The EA shall have the authority to:

2.1 Personnel policies

examine the University’s personnel policies and make recommendations to the appropriate bodies and University administrators concerning these matters.

2.2 Other University policies

examine other University policies affecting the employment environment at Cornell and make recommendations to the appropriate bodies and University administrators concerning such matters. These include education/training opportunities, dining, health, transportation services, recreation, other specific needs as identified, and communication among employees.

2.3 Information exchange

provide a mechanism for the informal exchange of information and views between the EA and University administrators.

Bylaw 2.3.a

Once a month representatives of the EA and the other constituent bodies will meet with the President, Provost, Senior Vice President, and Vice President for Student and Academic Services, for an informal exchange of information and views. The EA Chair will attend this meeting regularly, along with not more than two other EA members. The Chair will select these two other representatives in rotation, so that every EA member will have an opportunity to attend at least once a year.

2.4 Establishing committees

establish such standing and ad hoc committees as are appropriate to the performance of its functions.

Bylaw 2.4.a

When establishing an ad hoc committee, the committee charge shall be written prior to the formation of the committee and the appointing of its members. The charge shall be specific and shall reflect the intent of the entire EA, not just one individual.

Bylaw 2.4.b

Every ad hoc committee charge shall include a “sunset” clause with a specific date by which the committee is expected to report back to the EA.

2.5 Committee membership selection

select employee members for standing or ad hoc committees of the University Assembly (UA) as recommended to the EA by the UA Committee on Committees.

2.6 Conduct public hearing

conduct public hearings and forums concerning topics of current employee interest and determine in other appropriate ways employee needs and opinions.

2.7 Internal maintenance

exercise control over the internal operations and maintenance of the EA, including provision for the creation of bylaws, procedures and amendments.

2.8 Interface with the University Assembly

Diagram not needed, UA Charter already provides adequate guidance about how members should conduct themselves and how it relates to the EA. Interfaceinterface with the UA in the following ways:accordance with the UA’s rules.

The following diagram illustrates the relationships between the UA and the four sub-groups outlined in 2.8 and 2.9.

2.9 Interface with the Student Assembly, Graduate and Professional Student Assembly, and Faculty Senate

interface with the Student Assembly (SA), Graduate & Professional Student Assembly (GPSA), and Faculty Senate by sending one member to each group as a non-voting delegate; distribute agenda and pending resolutions to the leadership of the other Assemblies at least 24 hours prior to the EA meeting at which they are to be presented.

Bylaw 2.9.a

Non-voting delegates to the SA, GPSA, and Faculty Senate will serve as liaisons. They will receive the agendas and minutes of those bodies. However, non-voting delegates need only attend meetings of the other constituent bodies when the agenda contains items that the delegate judges to be of employee interest.

2.10 Representation exclusions

Nothing contained in Article 2 shall be construed as authorizing the EA to represent any interested party (including either Cornell University or its employees) in matters concerning grievances, labor disputes, wages, rates of pay, hours of employment, or conditions of work, nor may the EA investigate the merits of individual grievances.

2.11 Objections to actions

A compromise process adds complexity to the assembly system and contradicts the way it is set up: Assemblies may pass contradictory resolutions and it is the university President’s role to resolve those discrepancies.Upon receipt of the EA report, another constituency body(ies) may object, by a two-thirds vote at its next regularly scheduled meeting, to an action taken by the EA. The objecting body(ies) will report back to the EA within five working days of its vote to object. At its next business meeting, the EA will review the objection and either modify the original position to account for the objection of the other constituency or will reaffirm the original action. The EA shall report to the objecting body(ies) within five working days of reviewing the objection.

2.12 UA Assemblies Review Committee

Continued disagreement on the issue will be referred to the UA Assemblies Review Committee. (UA Charter, Article 8.6)

2.13 Reconciliation of differences

If the EA determines by a two-thirds vote that the action of another constituency body impacts its constituency, comparable procedures for the reconciliation of differences will be pursued.

ARTICLE 3 Membership

The EA shall consist of thirteen (13) employees, of whom six (6) shall be from endowed units, six (6) from statutory units, and one from the Geneva Experiment Station or at-large.

3.0.1 Seat allocation

Within the endowed and statutory units, two (2) delegates shall be exempt, three (3) non-exempt, and one (1) at-large. The EA may allocate two at-large seats to a constituent group or groups of employees that it deems to be underrepresented. Should the EA determine to allocate a seat or seats to specified groups of employees, such allocation shall be in accordance with procedures promulgated by the EA and contained in its procedures and/or bylaws.

Bylaw 3.0.1.a

An “underrepresented” group is one which the EA determines lacks fair representation, whether caused by general patterns of discrimination which are reflected in the Cornell community, by low awareness of a group’s needs, or by other factors beyond the group’s control. The purpose of allocating seats to “underrepresented” groups is to specially guarantee access to the campus governance system until such a time as changes in attitudes and/or behavior make this measure unnecessary.

3.1 Ex-officio members

The following shall be members of the EA without vote: the Employee Trustees, the Editor of PawPrint, and a representative of the Office of Human Resources appointed by the President to serve as a resource person upon request of the EA.

Bylaw 3.1.a

The Office of Human Resources (OHR) representative should possess broad familiarity with personnel policies and operations. The representative will provide specialized information to the EA through his/her own knowledge or research. Upon the request of the EA, or on his/her own initiative, the OHR representative may invite a person experienced with a particular topic to attend Assembly meetings dealing with that topic.

Bylaw 3.1.b

The EA may designate other ex-officio members deemed necessary and appropriate to expand the knowledge base and representation of ideas on the EA. These ex-officio members are to be added by virtue of their positions at the University and their interest in and knowledge of employee issues. Such ex-officio members shall be members without vote. The ex-officio position appointees or designees shall include but not be limited to: the Director of the Office of Workforce Diversity, Equity and Life Quality, the President of the Cornell Retiree Association, and a representative of Cornell affiliates.

3.2 University Assembly

The EA shall select five delegates to serve on the UA by May 1. At least two members of the EA shall be selected by the EA to sit on the UA.

Bylaw 3.2.a

If more than five EA members are nominated to fill the seats of the UA, selection will be done by secret ballot. The remainder of the seats will be filled in a manner recommended by the IOC and approved by the EA.

3.3 Elections

Candidates for seats will run within their designated area (e.g. endowed, statutory, Geneva or at-large), with all employees voting for all candidates. Tabulation of the results of voting shall be carried out by the Hare system.

3.4 Term

Membership on the EA shall be for two years. Terms shall be staggered so that there is an election of one-half of the members annually. Initially one-half of the persons elected shall serve one- and two-year terms respectively.

ARTICLE 4 Officers

The officers of the EA shall be the Chair, Executive Vice Chair, Vice Chair for Internal Operations, Vice Chair for Finance and Secretary, and the Parliamentarian, elected by secret ballot from among the EA members. Officers may not serve more than two consecutive terms.

4.0.1 Removal

Moved Removal to end of Article 4, seems inappropriate to have this as first section about officers. Officers may be removed upon two-thirds (2/3) vote of the seated members of the EA. Immediately thereafter a new officer shall be elected from members of the EA for the balance of the term of office.

4.1 Term

The term of office shall be one year from June 1 until May 31 of the following year.

4.2 Election

Moved and modified from Article 6. Provides process more consistent with other assemblies and committee consensus about how to conduct officer elections. As soon as possible after elections of EA are conclude and no later than the last day of May, the Vice Chair for Internal Operations shall convene an organizational meeting in closed session to conduct officer elections. Elections shall be conducted in closed session, and only those who will be members of the EA in June may participate.

The Vice Chair for Internal Operations shall chair the meeting until the new Chair is elected and presides over the remainder of the meeting. Should a conflict of interest arise for the officer presiding over the meeting, the EA will designate another individual to preside over the meeting until the conflict of interest is resolved.

The officer elections shall occur in the following order: Chair, Executive Vice Chair, Vice Chair for Internal Operations, Vice Chair for Finance, and Parliamentarian. For each office, the chair shall:

1. entertain nominations of members for the position to be filled;
2. close nominations;
3. allow each candidate to make an opening statement of specified duration;
4. allow all members present to ask questions of the candidates, including the candidates for the office, for a specified period of time; and,
5. close question and answer period and move to a vote by secret ballot.

4.3 Responsibilities

4.14.3.1 Chair responsibilities

The Chair shall have full responsibility for the smooth and effective operation and maintenance of the EA. That person shall preside over meetings of the EA and delegate responsibilities to ensure the accomplishment of the duties of the office and the goals set forth in the EA Charter and Bylaws.

4.1.1

The Chair and Vice Chair for Internal Operations will conduct an organizational meeting with all the Chairs of the EA standing and ad hoc committees at the beginning of each election year (see Sec. 4.3.2).

4.1.2

The Chair of the EA, where it appears timely and appropriate, shall select a committee of the EA to appear as Business of the Day.

4.1.3

In those cases where�due to a lack of continuity in membership or other extenuating factors�any standing or ad hoc committee of the EA shall indicate a lack of cohesive leadership, the Chair of the EA (with the approval of the Assembly) can invoke the option of directing that the Chair or a Co-Chair of that committee shall be a member of the EA.

4.1.4

The Chair of the EA shall serve as spokesperson of the EA, correspond with the President of the University, enumerating actions taken by the EA and soliciting a response, and prepare and submit an annual year-end report to the EA and University President.

4.24.3.2 Executive Vice Chair responsibilities

The Executive Vice Chair shall assist the Chair and shall be responsible for chairing the Agenda Setting Meetings, and submitting agenda items for Leadership Meetings. Other responsibilities shall include:

4.2.1

transmitting reports of actions and recommendations of the EA and its committees, as the EA shall direct.

4.2.2

reporting periodically on the disposition or current status of EA actions and recommendations.

4.2.3

overseeing the exchange of information and opinions between the EA and the community at-large as Chair of the Communications Committee of the EA and serving on the PawPrint Editorial Board.

4.2.4

arranging for advertising, postering, email campaigns and EA outreach programs.

4.2.5

promoting employee-advocacy role that the EA can play on campus.

4.2.6

presiding in the absence of the Chair.

4.34.3.3 Vice Chair for Internal Operations

The Vice Chair for Internal Operations shall be responsible for oversight of the EA elections, chairing the Internal Operations Committee, and the operations of the EA committees. Responsibilities shall include:

4.3.1

functioning as the official contact person with all the EA ‘s committees, serving in an advisory capacity for all EA committee Chairs and Vice- or Co-Chairs, and maintaining regular contact with them and helping to insure all committees are fully staffed.

4.3.2

conducting, in collaboration and conjunction with the EA Chair, an organizational meeting at the beginning of each election year, with the Chairs (or Co-Chairs) of all of the EA ‘s standing and ad hoc committees. At this meeting, the guidelines and expectations for the efficient operation of all of these committees shall be spelled out, both verbally and in writing. The agenda for this meeting shall include, but not necessarily be limited to the following: continual communication with the Chair and Vice Chair for Internal Operations of the EA; the writing and dispersal of committee minutes to the EA; the setting of priorities for committee study/action; the advisory role of the committee; the method for action/resolutions/concerns to be addressed to the EA; the importance of efficient use of committee time; a review of the committee’s charge; the hierarchy for reporting and taking action (chain of command); the expectations for how the committee should function; the content, function and time frames for annual and final reports; the expected date of the final report for all ad hoc committees.

4.3.3

notifying prior to any policy review that the EA may initiate, those individuals and bodies affected. Such notification shall include the name of the Chair of the committee authorized by the EA to conduct the review, the charge to the committee, and the time period for which the committee is authorized to conduct its review.

4.3.4

presiding in the absence of the Chair or Executive Vice Chair.

4.44.3.4 Vice Chair for Finance and Secretary responsibilities

The Vice Chair for Finance and Secretary shall maintain the records of the EA and the financial matters of the body with the assistance of the Office of Assemblies. Other responsibilities shall include:

4.4.1

seeing that the minutes of all meetings are kept and distributed to members within one week after the meeting. This person shall also notify members of special meetings and of important matters proposed for action at any meeting, make public the reports and actions of the EA in cooperation with the Communications Committee, and perform other responsibilities as designated.

4.4.2

maintaining records of notifications and making them accessible to all members of the University.

4.4.3

monitoring financial statements and authorizing expenditures in consultation with the other officers of the EA. The Vice Chair for Finance and Secretary shall report regularly to the EA the status of the funds and shall prepare a yearly expenditure report outlining the use of funds for the past fiscal year. In addition, the Vice Chair for Finance and Secretary shall assist with the annual fund request and budget preparation, creating budget reports as necessary for the Vice President University Relations.

4.54.3.5 Parliamentarian

The Parliamentarian shall see that meetings follow procedures found in Robert’s Rules of Order (latest edition) and within the Charter and Bylaws of the EA.

4.4 Removal

Officers may be removed upon two-thirds (2/3) vote of the seated members of the EA. Immediately thereafter a new officer shall be elected from members of the EA for the balance of the term of office.

ARTICLE 5 Elections/Vacancies

Elections shall be conducted by the EA Internal Operations Committee (IOC). The formalities of the nominations and elections process will be held to a minimum, so as to encourage as many employees as possible to run. The IOC will develop specific guidelines to accomplish this, avoiding any procedure that would tend to intimidate employees or discourage them from participating. The content of petition forms and the length of the petitioning period should be among those items considered.

5.1 Soliciting candidates

The IOC of the EA will solicit from the community and from current committee members names of individuals interested in serving on the EA. The IOC will inform the EA of their plans for “soliciting candidates” prior to the actual solicitation. Persons may nominate themselves or, with their consent, they may be nominated by other individuals, community groups, or organizations.

5.2 Filling vacancies

If any position is not filled in a given category, the position shall be filled by the candidate receiving the next highest number of votes from that category. All vacancies will be filled first from the pool of candidates who were not seated in the general election. If vacancies still remain, they will be filled by appointment, after soliciting applications. In both cases, the following guidelines will be adhered to:

5.2.1

In selecting a person to fill a vacant seat other than at-large, first priority is the designation within the payroll classification system (e.g. exempt or non-exempt). The statutory/endowed representation is of second priority. For example, if a vacancy occurs in a non-exempt/endowed seat, that position should be filled by a person holding a non-exempt job in an endowed unit. If no replacement is available there, a non-exempt candidate from the statutory units should be sought. If a candidate still cannot be found, exempt employees may be considered, as well as persons qualified for the various at-large seats.

5.2.2

At-large seats generally may be filled by any employee. The at-large seat designated for the Geneva Experiment Station will be filled by a Geneva employee if possible, and, if not, by an Ithaca campus employee. With at-large seats designated for underrepresented groups, the first priority is the nature of the group (e.g. black, Hispanic). The representation of statutory/endowed units is of secondary importance, with exempt/non-exempt representation of lowest importance.

5.3 Vacancy defined

Prior to the spring elections, the EA shall determine which seats are vacant and shall forward this list to the IOC. A vacancy on the EA occurs when (a) a seat is unoccupied at the beginning of a term of office, (b) an incumbent resigns, or © the incumbent of a seat no longer qualifies as a member of the Cornell employee constituency.

5.4 Change in employment status

An EA member’s change of status within the employee constituency (e.g. exempt to non-exempt) shall not disqualify an incumbent from completing his or her term.

5.5 Selection of person to fill vacant seat

If a vacancy occurs, the Chair shall direct the IOC of the EA to select a runner-up from the previous election. The position shall be filled by the candidate receiving the next highest number of votes from the same category as the vacancy. In selecting a person to fill a vacant seat, other than a seat at-large, all criteria stated in Article 5. shall apply.

5.5.1

If there is no pool of runners-up from the previous election, the IOC shall advertise the vacancy and otherwise solicit applicants. The EA will then appoint a member to fill the vacancy from a slate of applicants compiled by the IOC using the criteria listed in Article 5. The selection will be made as rapidly as possible. An appointed candidate will serve through the term of the vacancy.

5.6 Selection by appointment

A voting member of the EA may not serve concurrently as a University Trustee, or as a member of any of the UA’s standing committees and boards, except where specified in this Charter.

5.7 Definition of an employee

For the purpose of voting for and membership on the EA, employees are any full-time and part-time staff members in non-exempt, exempt, or academic non-professorial staff categories.

5.8 Attendance policy

Missing from available draft —Ari Epstein Thursday, 16 March 2006

ARTICLE 6 Procedures

The procedures of the EA shall be as follows:

6.1 Term of office

The term of office for EA members shall be from June 1 to May 31.

6.1.1

At the first meeting following June 1st, the EA will adopt a schedule of meetings for the period preceding the start of the next academic year. At the first meeting of the academic year, the EA shall adopt a schedule of meetings for the remainder of the year.

6.2 Meeting schedule

Regular meetings of the EA are those adopted at the first meeting of the EA. Traditionally meetings are regularly held on the first and third Wednesdays of the month from 12:15 - 1:30 p.m.

6.2.1

Any voting member who is absent for three consecutive or six cumulative unexcused or a total of nine absences for any reason in one year from regularly scheduled meetings indicates either an unwillingness or inability to serve on the EA and a resignation will be requested from the member by the Chair. An excused absence can be granted by the Chair or the Administrative Assistant in the Office of the Assemblies for work related (including vacation) reasons or illness.

6.2.2

Members must arrive within ten (10) minutes of the meeting being called to order. Any arrival subsequent to that time will be considered a half-absence, unless otherwise excused. Members who leave prior to adjournment shall be given a half-absence, unless otherwise excused. All absences are accrued. The absence and late policies stated above apply to regularly scheduled meetings as well as those called by the Chair as per Article 6.3.

6.2.3

Ex-officio members are encouraged to attend the EA meetings and should be included in all internal communications.

6.3 Special meetings

The Chair may call special meetings to consider matters demanding immediate attention, or such meetings shall be called when requested by one-fourth (1/4) of the seated members of the EA.

6.4 Quorum

A quorum shall consist of a majority of the seated members of the EA.

6.5 Proxy vote

If the EA urgently needs to conduct business on short notice, or if a member of the EA cannot attend a regular meeting for job related reasons, absentee votes may be cast by EA members. A written proxy must be submitted to the Office of the Assemblies by noon of the meeting day on which it is to be voted. Use of proxies will be limited to those issues that have been thoroughly discussed at previous EA meetings.

6.6 Robert’s Rules of Order

Robert’s Rules of Order (latest edition) shall be the basis for determining procedures for debate and general conduct of business not covered in this document.

6.7 Executive session

The EA or any of its committees may go into executive session to discuss confidential matters if a majority of voting members present concur.

6.8 Speaking privileges

Speaking privileges are obtained by notifying the Chair of a desire to speak on a specific agenda item at least twenty-four (24) hours prior to the meeting.

6.9 Open discussion

Open discussion shall be an item on every agenda. It permits employees an opportunity to be recognized by the Chair and to make comments without prior arrangement.

6.10 Soliciting officers

Changed and moved to Article 4Immediately after the completion of the spring elections, the IOC of the outgoing EA shall solicit nominees for the positions of Chair, Executive Vice Chair, Vice Chair for Internal Operations, Vice Chair for Finance and Secretary and Parliamentarian, to be chosen from among the seated members of the new EA. The names of the nominees, along with a short vitae, shall be circulated to all members of the newly elected EA not less than seven days before the spring organizational meeting. On June 1st, the outgoing EA shall be officially replaced by the newly elected EA. As soon as possible after June 1st, the newly elected EA shall hold an organizational meeting to elect the above-named four officers.

6.116.9 Agenda

The agenda for the EA shall be set by the Executive Vice Chair in consultation with the other officers and be made public prior to EA meetings.

6.126.11 Minutes

The minutes of the EA meetings and those of committees specified in Article 7 shall be sent to the EA members and made available to all members of the University community.

6.136.12 Establishment of additional procedural rules

The EA may establish additional procedural rules as necessary for the exercise of its authority, by an affirmative vote of two-thirds (2/3) of the seated members.

6.146.13 Administrative responses

University administrators or decision-making bodies receiving recommendations from the EA are requested to respond to the EA Chair within ten (10) working days. The response shall acknowledge receipt of the EA’s recommendations and indicate an anticipated course of action. The outcome of the recommendations shall be reported to the EA.

6.156.14 Annual report

The EA shall present an annual report to the UA and the President of Cornell University. It shall contain a summary of the EA’s work during the year. In addition, it shall describe any unresolved issues, as well as any matters expected to arise in the future. The report shall be made available to all members of the University.

ARTICLE 7 Committee

In pursuance of its mandate to address not only personnel policy but a broad range of topics of interest to employees, the EA may establish standing or ad hoc committees as appropriate. This Charter hereby creates six standing committees of the EA, the Internal Operations Committee, the Communications Committee, the Personnel Policy Committee, the Education Committee, the Finance Committee, and the Emergency Grant Fund Committee, the Staff Recognition and Awards Committee and a joint committee of the Faculty Senate and the EA, the University Benefits Committee.

7.0.1 Membership

Committees may also be created by a call for volunteers or appointment by the Chair. Membership on EA committees is open to all employees of the University.

7.1 Internal Operations Committee

The Internal Operations Committee (IOC). of the EA shall consist of three members of the EA, including the Vice Chair for Internal Operations who is Chair of the committee. These individuals may also serve on other committees of the EA or UA. The committee shall facilitate in all appropriate ways the nomination and selection of employee members to both elective and appointive positions administered by the EA. The committee will make every effort to ensure recruitment, selection and seating of a full cross-section of the Cornell employee population. This committee shall:

7.1.1

recruit and encourage employees to run in the general elections.

7.1.2

determine the means by which the vacant delegate seats to the UA will be filled. Conduct an election by secret ballot within the EA if more than five individuals are nominated to fill the seats on the UA.

7.1.3

solicit names of EA members for Chair, Executive Vice Chair, Vice Chair for Internal Operations, Vice Chair for Finance and Secretary and Parliamentarian of the EA, and conduct elections as per Article 6.

7.1.4

select employee members for standing or ad hoc committees of the EA as requested.

7.1.5

select employee representatives to ad hoc or standing committees of the UA as requested. The IOC of the EA shall solicit from the community names of individuals interested in serving on committees on the UA. Persons may nominate themselves or, with their consent, they may be nominated by other individuals, community groups or organizations.

7.1.6

solicit from the employee community names of individuals to fill one at-large seat for the editorial board of the employee newspaper (presently PawPrint).

7.1.7

along with other interested parties of the EA develop a training program for all members of the EA committees and for all new members of the Assembly itself.

7.1.8

at the end of each year, solicit the opinions of all the Chairs (or co-Chairs) of all of its committees for the names of those committee members who may wish to continue on the committee and who have demonstrated effective, committed, and responsible membership during the past year.

7.2 Communications Committee

The Communications Committee. of the EA shall consist of at least two members of the EA, one being the Executive Vice Chair, who will chair the Communications Committee. These individuals may also serve on other committees of the EA or UA. The Communications Committee shall promote higher visibility for employees as community members, provide a sense of a unified employee body, and help create an increased sense of community among all members of the Cornell community. It is imperative that communications be an ongoing concern of the EA. The members of the Communications Committee shall:

7.2.1

serve as full voting members of the editorial board of the employee newspaper (presently PawPrint).

7.2.2

provide regular reports of EA activities and recommendations for publication in the employee newspaper.

7.2.3

explore and use all other appropriate media to advertise the activities of the EA.

7.2.4

make every effort to publicize EA agendas and meeting summaries, using among other means the employee newspaper, if this exists.

7.3 Personnel Policy Committee

The Personnel Policy Committee, of the EA shall consist of three members of the EA. These individuals may also serve on other committees of the EA or UA. The committee shall also solicit at least two at-large members from the employee community. The Personnel Policy Committee of the EA shall examine, review and comment upon personnel policies of the University. The committee will bring before the EA all questions relating to personnel policy. In some cases it will be for information, in some for review and others for approval. Before the committee shall undertake any policy review, it will seek the support of the EA. The committee shall:

7.3.1

participate in the review of personnel policies with the OHR.

7.3.2

solicit from employees and University departments opinions, information, and advice relative to issues before the committee.

7.3.3

explore and make recommendations with respect to personnel policies and other matters before the committee.

7.3.4

provide regular reports concerning the Personnel Policy Committee’s activities to the EA.

7.3.5

not engage in any activity described in Article 2.10 of this Charter.

7.4 Employee Education Committee

The Employee Education Committee. The mission of the Employee Education Committee shall be to support employee development, goals, and opportunities. The committee shall consist of two (2) members of the EA. These individuals may also serve on other committees of the EA or the UA. The committee shall also consist of at least five at-large members selected by the IOC and at least one person from Benefit Services, Organizational Development Services, and the School of Continuing Education and Summer Sessions. The committee shall:

7.4.1

publicize existing educational opportunities for employees at Cornell University; promote and support staff training and development,

7.4.2

help to determine employee education needs,

7.4.3

identify gaps in employee educational opportunities with the assistance of the appropriate administrators,

7.4.4

promote and support supervisory training and development,

7.4.5

survey the education programs of comparable institutions and recommend how we may incorporate and benefit from their experience,

7.4.6

provide regular reports concerning the Employee Education Committee activities to the EA,

7.4.7

not engage in any activity described in Article 2. Section 10 of the Charter.

7.5 Employee Assembly Finance Committee

Employee Assembly Finance Committee. The EA Finance Committee (EAFC) shall consist of the following: four members of the EA, including Vice Chair for Finance and Secretary who shall chair, and three members of EA committees not on the EA. Members shall be endorsed by the IOC and the EA. Five members shall be considered a quorum. This committee shall:

7.5.1

be charged with the responsibility of creating, maintaining, and monitoring the EA’s annual budget.

7.5.2

consult with membership and committees of the EA to determine the amount of funding needed each year. The committee will propose an itemized budget to the EA for approval no later than January 15 of each year. Pending approval by the EA, the adopted budget will be forwarded to the VP Administration and CFO for review. Upon recommendations of the VP, the EAFC and EA may modify the budget.

7.5.3

solicit spending proposals from each committee of the EA at the beginning of each fiscal year. The deadline shall be no later than October 15. The EAFC will review the spending proposals and then present to the EA, for approval, it’s recommendations for committee spending based on the availability of funds.

7.5.4

have discretion to allocate no more than two-hundred and fifty dollars ($250) per item of general expense without prior approval of the EA. Other requests for funding by the EA or it’s committees shall be considered based on the availability of funds once the annual budget has been approved. Such requests shall be submitted to the EAFC no later than one month before the funds are needed and must include the following:

1. A detailed description of the event including the time, place, organizer(s) and the reason for the event and an estimate of the number of employees expected to attend. Include signature(s) of the event organizer(s) and the person/s requesting the funds.
2. An itemized budget for the event including a listing of all other proposed (approved and pending) funding sources.
3. The exact amount of funding requested of the EA.
4. Any documentation or attachments the requester(s) feel will contribute to the decision-making process, including publicity items, schedules, program, articles, or other information on the event.

7.5.5

A copy of the above shall be sent by the requester to each of the following: the EA chair, EAFC Chair, and a designee of the Office of Assemblies. Funding requests of an imminent nature must follow the above procedure with as much advance notice as is reasonable. When necessary, the EAFC may request the EA Chair to call an emergency meeting of the EA for the purpose of voting on a funding request.

7.5.6

A simple majority vote is needed to approve any EAFC actions or recommendations, prior to presentation to the EA. Any funding allocated, not requiring EA approval, a 2/3 vote of the EAFC will be required to approve the expenditure. All budget requests submitted to the EA will require the approval of 2/3 of the members present to pass.

7.6 Emergency Grant Fund Committee

Emergency Grant Fund Committee. of the EA shall consist of two members of the EA one of whom shall be chair. These individuals may also serve on other committees of the EA or UA. The committee may also consist the following seven non-EA members to be selected by the IOC: three at large members from the employee community one of whom shall be a UAW representative, one college HR representative, one faculty representative, one undergraduate or graduate student representative, and one outside community representative to ensure a broad community perspective. Five (5) members shall be considered a quorum. The mission of the Emergency Grant Fund shall be to support and assist employees experiencing financial hardship due to non-medical catastrophic events beyond their control. The committee shall:

7.6.1

make decisions about whether a grant will be awarded on the basis of the applicant’s demonstrated need and the amount of money available in the fund.

7.6.2

require a formal vote to determine approval or denial of applications. For a grant to be awarded, a simple majority of the committee members must believe that the grant is justified.

7.6.3

commit to standing weekly meetings to review applications.

7.6.4

coordinate the entire Emergency Grant Fund review process.

7.6.5

update and maintain information, applications and brochures.

7.6.6

maintain a list of campus-wide contacts and distribute applications and brochures accordingly.

7.6.7

explore and report ways to continuously improve use of the fund.

7.6.8

provide regular reports concerning the Emergency Grant Fund’s activities to the EA.

7.6.9

at the end of each academic year, report on the fund’s grantmaking and fundraising activities.

7.6.10

not engage in any activity described in Article 2.10 of the Charter.

7.7 University Benefits Committee

University Benefits Committee (UBC). The UBC will deal with the entire range of benefits and with both endowed and statutory Benefits. Membership shall include two EA members representing statutory and endowed employees and one at-large representative from the EA. The UBC Charter is attached as an addendum to this Charter. The Committee will have four major goals:

1. the committee will be the voice of employees on all matters relating to benefits;
2. the committee may propose changes in benefits policies, arrangements, and modis operandi that will be forwarded to the EA and the faculty for further action by the University administration;
3. the committee will react to issues and proposals raised by the same parties; and
4. the Committee will take both a short-run and long-run view of benefits issues.

7.8 Staff Recognition and Awards Committee

The Staff Recognition and Awards Committee shall consist of at least two EA members, one of whom shall be the Chair of committee. These individuals may also serve on other committees of the EA or the UA. The committee shall also consist of at least five at-large members selected by the IOC, and a ex-officio representative from the employee newspaper (presently Paw Print). The Staff Recognition and Awards Committee will be charged with administering all aspects of the George Peter Award for Dedicated Service, will work in conjunction with the Office of Human Resources on the annual Staff Graduate Reception, and will investigate other staff award and recognition opportunities and present proposals for consideration to the EA. The Staff Recognition and Awards Committee will work in consultation with other relevant committees and interested parties

ARTICLE 8 Protections

The EA and its committees shall respect and protect the rights of individuals.

8.1 Confidentiality

When a subject under discussion or examination requires the use of confidential information, all reasonable efforts shall be made to safeguard the confidentiality of this information.

ARTICLE 9 Amendment Process

An affirmative vote of two-thirds (2/3) of the seated membership of the EA shall be required to amend the Bylaws and Procedures of the EA and those articles of the Charter not excluded in 9.1. The proposed amendments shall be submitted to the EA in written form at least one meeting prior to a vote.

9.1 Article excluded from the amendment procedure

Articles of the Charter excluded from the amendment procedure set forth in Article 9 are those which appear under the headings Authority and Responsibilities, Membership, and Amendment Process. An amendment to any of these articles is governed by the procedure set forth in Article 9.2.

9.2 Amendments to exclude Articles 2, 3, and 9

Amendment of the articles specified in Article 9.1 shall require approval by employee referendum, with a majority vote in the employee constituency and a minimum total vote of twenty per cent (20%), plus approval of the President. Before putting amendments into effect, it is expected that the President will report impending changes to the Board of Trustees.

9.2.1

An amendment to those articles specified in Article 9.1 may qualify to be presented as a referendum at the next following annual campus election by either of two pathways:

9.2.1.1

The EA itself, by a two-thirds (2/3) vote, may present an amendment.

9.2.1.2

Any member of the Cornell employee community may present an amendment by petition. In order to qualify for presentation at the next following referendum, the petition must be supported by signatures of at least five percent (5%) of the total non-faculty employee constituency.

Definitions

For the purpose of this document only, these definitions apply.

University

Ithaca campus of Cornell University in Tompkins and Cortland Counties and the Geneva Experiment Station, and all students, faculty, and employees associated with them.

Employees

For the purposes of voting for the membership on the EA, employees are any regular full-time or part-time staff members in the non-exempt, exempt, or academic non-professorial staff categories.
a) In addition to regular full-time and part-time staff, casual and temporary employees may participate in EA committees and other activities. If the latter are asked to take on specific Assembly responsibilities, special consideration should be given to their work schedules and expected tenure at the University.
b) Senior research associates, senior extension associates or others who are classified as “employees” may participate in EA committees and other activities. “Faculty” are those holding University faculty status: Full, Assistant, Associate, Courtesy and Emeritus Professors, plus certain University administrators. Those with college faculty status alone will be considered academic staff (CA), in line with Personnel/Payroll practice.

Seated Membership

The total voting membership of the EA.

Charter of the University Benefits Committee

December 7, 1995; revised, October 15, 1996; second revision, March 12, 1997; third revision, March 1998

Actions Taken

Staff

The Employee Assembly voted on December 6, 1995 to adopt the following as the charter of the University Benefits Committee.

Faculty

The Executive Committee of the Faculty Council of Representatives, succeeded by The Faculty Senate in January, 1996, adopted the following as the Charter of the University Benefits Committee.

Mission

The Mission of the University Benefits Committee is to act as the voice of Employees on all matters elating to Benefits.

Scope

The Committee will deal with the entire range of benefits. The complete list of Benefits includes social security, group life insurance, accidental death and dismemberment insurance, retirement-related benefits, short-and long-term disability, select (health) benefits, workers’ compensation, unemployment insurance, holidays, military training leave, jury duty, training programs, extramural educational programs, employee assistance program (personal, job related problems), group auto insurance, health insurance and services, dental insurance, vacations, Cornell Children’s Tuition Plan, Employee tuition aid, employee degree program.

The committee will deal with both Endowed and Statutory Benefits.

Goals

The Committee will have four major goals:

1. As stated above, the committee will be the voice of employees on all matters relating to benefits;
2. the committee may propose changes in benefits policies, arrangements, and modis operandi that will be forwarded to the Employee Assembly and the faculty for further action by the University Administration;
3. the committee will react to issues and proposals raised by the same parties; and
4. the Committee will take both a short-run and long-run view of benefits issues.
5. While retaining its right to comment on and make suggestions regarding modis operandi the Committee will not seek to “micro-manage” benefits.

Membership

A. The Population Represented: This committee will represent ALL Employees. Both Faculty and Staff.

B. Composition of the Committee:

Affiliation	Number	Selected by:
Faculty Appointments
Retired	1	Emeritus Professor’s Association
Endowed	1	Faculty Senate
Statutory	1	Faculty Senate
At-Large	2	Faculty Senate
Staff Appointments
Retired	1	Cornell Retiree Association
Union Representative	1	The Unions
Endowed	1	Employees Assembly
Statutory	1	Employee Assembly
At Large	1	Employees Assembly
Administration ex officio, non-voting
ex officio	1	Senior Vice President & Chief Financial Officer
ex officio	1	VP Academic Programs, Planning, Budget OR Director, Statutory Financial and Business Services
ex officio	1	Dean of the Faculty
ex officio	1	Director, University Human Resource Services OR Manager, Benefits

C. Terms

Members will be elected to 3-year terms.

D. Officers, Meetings, Subcommittees

1. Chair and Vice Chair, or Co-Chairs, elected by voting members in the November Meeting for 1-year terms.
2. Secretary: The Committee will have no “permanent” secretary. Instead, members will take turns in taking minutes of meetings.
   • Before submitting final “minutes”, the secretary will have his/her draft reviewed by two committee members.
3. Meetings: Normally, once a month. More often, as required.
4. Ad Hoc Committees: The committee chair may appoint Ad Hoc Committees, as needed, to undertake specialized in investigations and to report back information and recommendations to the parent committee. Each ad hoc committee will have at least one member from the parent committee. Outsiders with relevant experience will be appointed as needed.
5. Relationship to University Human Resources (UHRS)
   1. The Committee will act as a Sounding Board for UHRS on issues and proposals relating to Benefits. Similarly, UHRS will react to initiatives of the Committee.
   2. As appropriate, UHRS staff members will meet with the Committee to share their expertise, information, analyses, research.
   3. UHRS will alert the Committee as early as possible as to crises (rising health costs, etc.) and incipient developments so that the Committee can respond. In the case of changes in health benefits, the Committee should be consulted at the very beginning of developments, e.g., at the beginning/during summer.

Reporting

1. The committee will report regularly to the faculty senate and employee assembly.
   1. Committee members will each report to the group that he/she represents.
2. Periodically:
   1. As appropriate, the committee will prepare a Report to Cornell newsletter (of some such title) to be distributed through campus mail to each faculty member and staff member.
   2. As appropriate, the committee will utilize the Cornell Chronicle, Cornell Work Place, Cornell Daily Sun and Networking (PawPrint) to report on its activities.

Attendance Policy

The goal is active, interested, informed participation. Members missing more than three consecutive meetings will become non-members and the group they represent will be asked to appoint a replacement.

Amendments

The initial Charter of the Committee did not specify how the Committee might modify its Charter or Operating Rules. Nonetheless, the following actions were taken by the committee:

July 18, 1996

Quorum

To take official actions, a Quorum of Six Voting Members must be present.

Terms

Future Terms will be Three Years.

The committee voted to have a Rotating Membership such that about one-third of members would be new each year while two-thirds would be continuing. To effectuate this, the committee conducted a random drawing whose results are recorded in the minutes of July 18, 1996.

March 11, 1997

Quorum

If only 8 positions are currently filled, quorum will consist of Five voting members.