EA Drafts: 20080925 Charter

CHARTER OF THE CORNELL UNIVERSITY
EMPLOYEE ASSEMBLY

Thursday, 25 September 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 8 of this document constitute the Charter of the Employee Assembly.

1.1 Employee Defined

For the purposes of this charter, employees are any full-time and part-time staff members in non-exempt, exempt, or academic non-professorial staff categories who are employed at the Ithaca or Geneva campuses of the university.

1.2 Session Defined

A session of the assembly shall be from June 1 until May 31 of the following calendar year.

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

The Chair and up to two other EA members selected by the Chair participate in monthly assemblies leadership meetings organized by the Vice President of University Communications.

Bylaw 2.3.b

The Chair and the Executive Vice Chair participate in regular meetings organized by the Vice President of Human Resources with the editor of the PawPrint and the employee-elected trustee of the university.

2.4 Establishing committees

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

Bylaw 2.4.a

For each ad hoc committee, the committee charge shall be written prior to the formation of the committee and the appointing of its members.

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).

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

interface with the UA in accordance with the UA’s rules.

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.

ARTICLE 3 Membership

3.1 Eligibility

Except in the case of an incidental vacancy, members of the EA shall be members of the constituency represented by their respective seats. Changes of status with the university shall not alter the status of a member as long as that member remains an employee of the university.

A voting member of the EA may not serve concurrently as a trustee of the university.

3.2 Seat allocation

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

Within the endowed and statutory units, two delegates shall be exempt, three non-exempt, and one 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 3.2.1.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.

3.3 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.

3.4 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.

3.5 Vacancies

3.5.1 Vacancy Defined

A regular vacancy occurs when the term of a member expires, and may be filled by election.

An incidental vacancy occurs when:

1. a seat remains vacant after a regular election;
2. a member resigns or is otherwise removed from membership; or,
3. a member ceases to be eligible for membership in the assembly because of a change in status from non-faculty employee.

An incidental vacancy shall be filled by automatic appointment of unseated candidates from the most recent election according to the order of succession provided in this article. Should no eligible candidates remain from the most recent election such vacancies may be filled by appointment

3.5.2 Filling Regular Vacancies by Elections

The Elections Committee shall conduct elections according to the following process:

1. The EA will adopt election rules, procedures, and a publicity plan for elections in the semester prior to the elections.
2. Candidates may run only for the seats which match the constituencies of which they are part.
3. Votes will be tabulated by the Hare system. All employees will be eligible to vote for all candidates.
4. To mitigate potential conflicts of interest, the Elections Committee shall resolve any disputes raised regarding election rules without review by the EA.
5. Elections shall be completed and results shall be tabulated no later than the last day of April.

3.5.3 Filling Incidental Vacancies by Automatic Appointment of Candidates from Most Recent Election

Should an incidental vacancy occur for any seat, the EA shall seat the highest-ranked, unseated candidate from the most recent election for:

1. the same seat;
2. any at-large seat, should no more eligible candidates remain and the seat be an at-large seat;
3. any exempt seat, should no more eligible candidates remain and the seat be an exempt seat or an at-large seat;
4. any non-exempt seat, should no more eligible candidates remain and the seat be a non-exempt or an at-large seat;
5. any endowed seat, should no more eligible candidates remain and the seat be an endowed seat;
6. any statutory seat, should no more eligible candidates remain and the seat be a statutory seat;
7. any Ithaca-based seat, should no more eligible candidates remain and the seat be an Ithaca-based seat.

3.5.4 Filling Incidental Vacancies by Appointment

Should an incidental vacancy occur an no eligible candidates remain to be seated from the previous election, the EA may fill the vacancy by appointment by the following process:

1. The Elections Committee shall solicit interest from the employee community within two weeks of the vacancy’s occurrence. The solicitation shall proceed for no less than one month, and shall continue until it is closed by the Elections Committee.
2. At the next EA meeting after solicitation has been closed, the Elections Committee shall present a slate of eligible candidates to the EA for a vote by the same procedure as for the election of officers. If no candidate is eligible to fill a vacancy, the EA may proceed through:
   1. any exempt candidate, should no candidates remain and the seat be exempt an exempt seat;
   2. any non-exempt candidate, should no candidates remain and the seat be a non-exempt seat;
   3. any endowed candidate, should no candidates remain and the seat be an endowed seat;
   4. any statutory candidate, should no candidates remain and the seat be a statutory seat;
   5. any candidate employed on the Ithaca campus, should no candidates remain unless the seat is the Geneva seat.
3. To conduct the election the chair of the meeting:
   1. allows each candidate to make an opening statement of specified duration;
   2. allows all members present to ask questions of the candidates, including the candidates for the office, for a specified period of time;
   3. closes question and answer period;
   4. moves to a vote by secret ballot; and,
   5. repeats voting as needed until one candidate receives a majority of votes cast, eliminating the candidate receiving the fewest votes in each round of voting.

3.5.5 Terms of Members Who Fill Incidental Vacancies

Members who fill incidental vacancies shall serve the full remainder of the term. 

3.6 Term

The term of membership is two consecutive sessions of the assembly. Terms are staggered such that only half of the members’ terms expire each year. 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 the Parliamentarian, elected by secret ballot from among the EA members. Officers may not serve more than two consecutive terms.

4.1 Term

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

4.2 Election

As soon as possible after elections of EA are concluded and no later than the last day of May, the Vice Chair for Internal Operations convenes an organizational meeting in closed session to conduct officer elections. Only those who will be members of the EA in June may participate in this session.

The Vice Chair for Internal Operations shall chair the meeting until the new Chair is elected. The newly elected Chair presides over the remainder of the meeting.

The officer elections 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 presiding over the election:

1. entertains nominations of members for the position to be filled;
2. closes nominations;
3. allows each candidate to make an opening statement of specified duration;
4. allows all members present to ask questions of the candidates, including the candidates for the office, for a specified period of time;
5. closes question and answer period;
6. moves to a vote by secret ballot; and,
7. repeats voting as needed until one candidate receives a majority of votes cast, eliminating the candidate receiving the fewest votes in each round of voting.

4.3 Responsibilities

4.3.1 General responsibilities

Each officer serves as a voting member of the Executive Board and attends all of its meetings.

4.3.2 Chair responsibilities

The Chairassures the smooth and effective operation and maintenance of the EA, presides over meetings of the EA, and delegates responsibilities to ensure the accomplishment of the duties of the office and the goals set forth in the EA Charter and Bylaws. The Chair:

conducts, in conjunction with the Vice Chir for Internal Operations, an organizational meeting with all the chairs of the standing and ad hoc committees of the EA at the beginning of each election year;

may appoint a member of the EA to chair any EA committee to assure cohesive leadership;

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.

4.3.3 Executive Vice Chair responsibilities

The Executive Vice Chair :

assists the Chair ;

chairs the meetings of the Executive Committee and distributes the agenda and meeting materials for regular and special meetings of the EA;

reviews minutes prepared by the Office of the Assemblies and distributes drafts to EA members;

transmits reports of actions and recommendations of the EA and its committees, as the EA shall direct;

notifies individuals and units directly affected by pending business of the EA or its committees;

Bylaw 4.3.2.a

Notification of to affected parties includes:

1. the chief contact for the for the resolution or committee action being undertaken; and,
2. the charge to the committee conducting the business and the dates of meetings when the business will be considered, if applicable.

reports periodicallyto the EA on the disposition or current status of its actions and recommendations.

serves as Chair of the EA Communications Committee; serves on the PawPrint Editorial Board;

arranges for advertising, postering, email campaigns and EA outreach programs; and,

presides in the absence of the Chair.

4.3.4 Vice Chair for Internal Operations

The Vice Chair for Internal Operations oversees the EA elections; chairs the Internal Operations Committee; monitors and supervises the operations of the EA committees

advises committee chairs on issues of process and directs inquiries as needed;

solicits and recommends qualified employee applicants to fill committees vacancies in coordination with committee chairs;

conducts, in collaboration and conjunction with the EA Chair, an orientation 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; and,

Bylaw 4.3.2.a

The agenda orientation meeting includes:

1. dissemination of written and verbal guidelines which articulate expectations for committee members and principles for efficient operation of committees;
2. continual communication with the Chair and Vice Chair for Internal Operations of the EA;
3. the writing and dispersal of committee minutes to the EA; the setting of priorities for committee study/action;
4. the advisory role of the committee;
5. the method for action/resolutions/concerns to be addressed to the EA;
6. the importance of efficient use of committee time;
7. a review of each committee’s charge;
8. the hierarchy for reporting and taking action (chain of command);
9. the expectations for how the committee should function;
10. the content, function and time frames for annual and final reports; and,
11. the expected date of the final report for all ad hoc committees.

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

4.3.5 Vice Chair for Finance responsibilities

The Vice Chair for Finance: oversees and tracks the finances of the EA with the assistance of the Office of Assemblies;

monitors financial statements and authorizes expenditures in consultation with the other officers of the EA.

reports periodically to the EA the status of the funds prepares a yearly expenditure report outlining the use of funds for the past fiscal year; and, prepares the annual fund request and budget preparation, creating budget reports as necessary for the Vice President of University Communications.

4.3.6 Parliamentarian

The Parliamentarian assures that meetings follow procedures found within this Charter and the Bylaws of the EA and rules on questions and disputes related to interpretation of those rules.

4.4 Executive Board

The Executive Board consists of the officers of the assembly. The Executive Board:

1. formulates and approves an agenda for each meeting of the assembly; and,
2. prepares an annual report to the President of the university containing:
   1. a summary and description of each action taken by the assembly, and
   2. any unfinished our outstanding items remaining for the assembly.

4.5 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 Procedures

5.1 Regular meetings

Regular meetings of the assembly are on the first and third Wednesdays of the month from 12:15 - 1:30 p.m. The assembly may adopt a different schedule of regular meetings by majority vote.

5.2 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 of the seated members of the assembly.

5.4 Quorum

A quorum of members required for the assembly to do business is a majority of the seated members of the assembly.

5.5 Proxy vote

The chair of the assembly may count any proxy vote that is received be for the question to which it pertains is called. Votes submitted by proxy do not count towards quorum.

5.6 Executive session

The assembly may go into executive session to discuss confidential matters by majority vote of those members who are present.

5.7 Minutes

The Office of the Assemblies prepares minutes of each meeting, and makes them available to the university community after approval by the assembly.

5.8 Annual report

The assembly reviews and approves the annual report prepared by the Executive Board. After it is approved, the Chair presents the report to the President of the university and makes it available to the university community.

5.9 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.

ARTICLE 6 Committees

The EA may establish standing or ad hoc committees as appropriate.

6.1 Membership

The Internal Operations Committee may appoint or remove members from committees as needed. The Chair of the assembly may appoint or remove chairs for each of the assembly’s committees.

Except where otherwise indicated, any employee is eligible to serve on any committee of the assembly and the term of membership on committees is concurrent with the session of the assembly.

6.2 Internal Operations Committee

The Internal Operations Committee staffs and monitors the committees of the assembly as well as committees partially staffed by the assembly. The Vice Chair for Internal Operations serves as chair of the committee. The chairs of the standing committees of the assembly serve as voting members. The Chair and Executive Vice Chair of the assembly serve ex-officio as non-voting members of the committee.

The committee:

appoints employees to and removes employees from membership in the University Assembly;

and Parliamentarian of the EA, and conduct elections.

appoints and removes employee members for standing or ad hoc committees of the assembly as requested;

solicits applicants from the employee community and appoints employee representatives to ad hoc or standing committees of the university as needed;

solicits from the employee community names of individuals to fill one at-large seat for the editorial board of the PawPrint;

develops a training program for all members of the EA committees and for all new members of the assembly.

solicits, at the end of the year, 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.

6.2 Elections Committee

The Elections Committee consists of all members of the EA whose terms continue beyond the current session of the assembly. The committee:

1. reviews assembly election rules and procedures and recommend changes as needed;
2. applies election rules and procedures approved by the EA; and,
3. plans and supports, in collaboration with the Communications Committee, efforts to solicit interest in vacant positions in the assembly.

6.3 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:

1. serve as full voting members of the editorial board of the employee newspaper (presently PawPrint);
2. provide regular reports of EA activities and recommendations for publication in the employee newspaper;
3. explore and use all other appropriate media to advertise the activities of the EA; and,
4. make every effort to publicize EA agendas and meeting summaries, using among other means the employee newspaper, if this exists.

6.4 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:

1. participate in the review of personnel policies with the OHR;
2. solicit from employees and University departments opinions, information, and advice relative to issues before the committee;
3. explore and make recommendations with respect to personnel policies and other matters before the committee;
4. provide regular reports concerning the Personnel Policy Committee’s activities to the EA; and,
5. not engage in any activity described in Article 2.10 of this Charter.

6.5 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:

1. publicize existing educational opportunities for employees at Cornell University;
2. promote and support staff training and development;
3. help to determine employee education needs;
4. identify gaps in employee educational opportunities with the assistance of the appropriate administrators;
5. promote and support supervisory training and development;
6. survey the education programs of comparable institutions and recommend how we may incorporate and benefit from their experience;
7. provide regular reports concerning the Employee Education Committee activities to the EA; and,
8. not engage in any activity described in Article 2. Section 10 of the Charter.

6.6 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 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:

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

6.6.1 Approval of smaller general expenses

The committee shall 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.

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.

6.6.2 Approval of committee actions

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.

6.7 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:

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;
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;
3. commit to standing weekly meetings to review applications;
4. coordinate the entire Emergency Grant Fund review process;
5. update and maintain information, applications and brochures;
6. maintain a list of campus-wide contacts and distribute applications and brochures accordingly;
7. explore and report ways to continuously improve use of the fund;
8. provide regular reports concerning the Emergency Grant Fund’s activities to the EA;
9. at the end of each academic year, report on the fund’s grant-making and fund-raising activities; and,
10. not engage in any activity described in Article 2.10 of the Charter.

6.8 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.

6.9 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 7 Protections

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

7.1 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 8 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 8.1. The proposed amendments shall be submitted to the EA in written form at least one meeting prior to a vote.

8.1 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.

8.2 Amendments to exclude Articles 2, 3, and 8

Amendment of the articles specified in Article 8.1 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.

8.2.1

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:

8.2.1.1

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

8.2.1.2

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.

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