September 10, 1996
Revised May 13, 1999
Revised February 8, 2007
Revised October 8, 2009
ACADEMIC PROFESSIONAL ADVISORY COMMITTEE
UNIVERSITY OF ILLINOIS AT SPRINGFIELD
The Academic Professional Advisory Committee of the University of Illinois at Springfield (hereinafter referred to as APAC) is an elected body whose function, as defined by University of Illinois Statutes, is to “provide for the orderly voicing of suggestions for the good of the University, afford added recourse for the consideration of grievances, and furnish a channel for direct and concerted communication between the academic professional staff and the administrative officers of the University, its colleges, schools, institutes, divisions, and other administrative units on matters of interest or concern to the academic professional staff or any member of it.” The Statutes also mandate that “in performing its functions, the Committee, upon the request of the Chancellor, the President, or any member of the academic professional staff, or upon its own initiative, shall make such investigations and hold such consultations as it may deem to be in the best interest of the University.”
Any member of the academic professional staff shall be entitled to a conference with the committee or individual members thereof on any matter properly within the purview of the committee.
Definition of Constituency
The constituency of APAC will include all academic professionals at UIS. The University of Illinois Statutes define academic professionals as “those staff members on academic appointments whose positions have been designated by the President and the Chancellor as meeting specialized administrative, professional, or technical needs.”
Election of Representatives
Section I. Definition of Electorate/Election Procedures
A. As specified in University Statutes, the APAC electorate shall consist of “the academic professional staff whose appointments as academic professionals require at least 50 percent (50%) of full-time service.”
Section II. Nominating Procedures
A. Any member of the electorate who has been employed at UIS as an AP for a minimum of 12 months prior to the election is eligible to be a candidate for election to APAC, provided that the member files with APAC a nominating petition containing the appropriate number of signatures as specified in Article II, Section IIC, at least fifteen calendar days before the election.
B. Nomination process instructions will be prepared and distributed by the chair of the sub-committee on nomination and election procedures at least one month prior to the election.
C. District candidates are required to obtain the signatures on a petition of two (2) other APs in their district endorsing their candidacy. At-large candidates are required to obtain the signatures on a petition of four (4) other APs supporting their candidacy.
D. Members of APAC shall be elected for staggered three (3) year terms.
E. Ballots listing names of nominees shall be sent to each constituent not later than two (2) weeks prior to the tallying of the ballots. These ballots are to be returned on or before the date on which the vote is tallied. Each constituent may cast one vote for each vacant term in their district and each vacant at-large term.
Elections shall be held in July. Newly elected members of APAC will begin their terms with the August meeting. Prior to the August meeting, members of the Executive Committee will assure that newly elected members have received an orientation to topics currently being addressed by APAC.
F. In the event of a vacancy on the APAC through resignation or other cause, the seat shall be filled through appointment by the Chairperson with the approval of the Executive Committee and the consent of APAC. The replacement shall serve until the next regular election.
G. In the event that no qualified candidate for a seat due for election presents a valid petition in accordance with Article II, Section IIA, the seat shall be filled for a one-year period through appointment by the Chairperson with the approval of the Executive Committee and the consent of APAC. At the next regularly scheduled election, an election shall be held to fill the seat for the remaining portion of the regular three (3) year term.
H. For at-large representatives, the appropriate number of candidates who receive the highest number of votes shall be declared the winners. In the event of a tie, the winner will be determined by lot.
Structure of APAC
Section I: Composition of APAC
A. APAC shall consist of ten (10) members, five representatives elected at-large and five representatives elected from “districts” which are described in the attached table. Districts shall be periodically reviewed by APAC for equitable representation. In addition to elected members, the Chancellor shall appoint a representative to serve as ex officio member, without voting privilege but with full floor privilege.
B. Representatives to APAC shall be elected for three-year terms commencing with the regular August meeting following their election. Provision shall be made for staggered terms with no less than three (3) representatives to be elected each year.
C. Role of Members
1. A member in good standing shall:
A. Attend regularly scheduled meetings and participate actively in the work of APAC. In the event attendance at a meeting is not possible, the member shall contact the chair in advance of the meeting. The chair shall have the authority to classify the absence as “excused.”
B. Attend APAC-sponsored events.
C. Provide leadership in the advocacy of AP concerns, including chairing subcommittees and representing the concerns of academic professionals to other campus groups, and may serve as one of the voting representatives to the University Professional Personnel Advisory Committee, upon recommendation to and appointment by the President.
2. An elected representative of APAC shall disqualify himself or herself from voting on any matter in which that member is personally involved.
3. District representatives shall communicate on a regular basis with members of their constituency and advocate for issues concerning their district. At large Committee members shall represent AP’s across the entire electorate.
4. In the event of three (3) consecutive or three (3) unexcused absences within one (1) fiscal year, the Chair may bring the member’s absences to the attention of the Executive Committee for review and possible action.
5. Members who are unable to fulfill their membership responsibilities may resign their position by submitting a letter of resignation to the chair, or by a two-thirds (2/3) vote of APAC members present and voting, the position may be declared vacant.
6. Committee members and officers may be removed from their position by a two-thirds vote of the members present and voting. Any proposed removal shall be presented to the executive committee no less than two weeks prior to discussion and action by the full membership. In addition to failure to meet all of the responsibilities of membership (as defined in Article II of these By Laws), members may be removed for conduct unbecoming a member or prejudicial to the mission or repute of the committee.
7. A member may submit to the chair a written request for a leave of absence. The chair shall review the request with the Executive Committee.
8. In the event of a vacancy for any of the above reasons, selection of a replacement from the appropriate district or at-large constituency shall be in accordance with Article II, Section II F.
Section II: Officers
A. APAC shall elect a Chairperson, Vice Chairperson, Secretary and Treasurer by majority vote from among the representatives at the regular August meeting. The terms of office shall be for one year beginning immediately upon election. No person shall serve more than three consecutive one-year terms in any one office. Officers shall accept the roles and responsibilities of members. Additional obligations of the officers shall include but not be limited to:
1. The Chair:
a. Shall be responsible for the overall organization, operation and communications of APAC and shall serve at its chief spokesperson.
b. Shall prepare agendas for monthly meetings in consultation with the executive committee, chair meetings, call special meetings and convene executive committee meetings.
c. Shall be responsible for communication on behalf of APAC with the Chancellor, the Provost, and the Chancellor’s representative on APAC.
d. Is the central point of contact for communication between the Committee and the Campus Senate chair and Staff Advisory Council president.
e. Is responsible for facilitating the process of making appointments of AP representatives to various committees on campus.
f. Serves as one of the voting representatives to the University Professional Personnel Advisory Committee (UPPAC), upon appointment by the President, and may serve as chair.
g. Is responsible for maintaining communication with the PAC’s at the other two campuses.
h. Coordinates the work of APAC subcommittees and maintains communication with subcommittee chairs.
I. Represents APAC at campus and university meetings.
j. Reviews the draft of the minutes for accuracy and completeness before the minutes are submitted to the full committee for approval and reviews the newsletter draft before it is distributed.
k. Prepares and submits an annual report of APAC activities to the Chancellor and constituency.
2. The Vice Chair
a. Assists the chair in coordinating the operations of APAC, including assisting in preparing the agenda for meetings, coordinating the activities of the subcommittees, and representing APAC both internally and externally.
b. Chairs meetings in the absence of the chair.
c. Takes minutes in the absence of the secretary.
d. Attends executive committee meetings and regular monthly APAC meetings.
3. The Secretary
a. Is responsible for taking, preparing and distributing the minutes of APAC meetings.
b. Works closely with the Campus Senate Office to maintain an archive of all files and records pertaining to APAC business.
c. Works with the chair to help prepare and distribute the agenda in advance of meetings.
d. With the assistance of the Campus Senate Office secretary, handles all mailings to the constituency such as ballots for elections, newsletters, copies of minutes, announcements of APAC events, etc., coordinating as appropriate with the subcommittee chairs.
e. Attends all executive committee meetings and the regular, monthly APAC meetings.
f. Handles invitations and registration for APAC-sponsored events, if required.
g. Maintains accurate attendance records of meeting participation by the membership.
h. Maintains a current roster of academic professional staff members
4. The Treasurer:
a. Is responsible for APAC’s financial management.
b. Keeps an accurate, timely account of the Committee’s revenues and expenditures.
c. Collects fees/donations at APAC fundraising events and processes payments to vendors.
d. Works with the staff in the Chancellor’s Office and the Provost’s Office to obtain necessary budgetary support and approval of expenditures for duplicating, supplies, awards, refreshments, etc.
e. Works with the secretary in collecting and recording registration receipts for APAC-sponsored workshops and donations at fundraising events.
f. In consultation with the chair, prepares an annual budget at the beginning of the fiscal year and prepares an end-of-year report of total receipts and expenditures.
g. In consultation with APAC, prepares an annual fundraising plan.
h. Works with APAC and subcommittee members, as appropriate, to prepare an estimate of costs of events and the determination of fees to be charged for workshops, luncheons, and special events.
I. Attends all executive committee meetings and the regular, monthly APAC meetings.
B. In the event that the position of Chairperson is vacated, the Vice Chairperson shall assume the chair and a replacement for the Vice Chairperson shall be elected. If the Vice Chairperson, Secretary or Treasurer are vacated, APAC shall elect a replacement from the elected representatives to serve the balance of the unexpired term of office.
Section III: Representative to the Campus Senate
A. APAC shall elect a voting delegate to the Campus Senate by majority vote from among the elected representatives at the regular August meeting. The term shall be for the calendar year beginning immediately upon election.
B. The voting delegate may be any of the regularly elected members. In addition to fulfilling all membership responsibilities, the delegate is responsible for attendance at all Campus Senate meetings and to maintain active communication with the Chair and executive committee of APAC. The delegate shall be seated as an ex-officio member of the executive committee.
C. In the event that the delegate is unable to attend all or part of any Campus Senate meeting, all floor privileges and voting authority of the delegate will automatically be assumed by (in order of succession) the APAC Chair, Vice Chair, Secretary or Treasurer. The member assuming voting responsibilities and privileges shall be responsible for clearly identifying themselves as such to the Secretary of the Campus Senate.
D. The delegate is required to inform the APAC Chair (in advance) of their inability to attend any Campus Senate meeting. Failure to do so, failure to attend 3 consecutive or 6 or more Campus Senate meetings within the calendar year (with or without advance notice), or failure to adequately represent APAC interests shall be deemed sufficient grounds for removal. The delegate may be removed from their position by a 2/3 majority of the members present and voting at a regular or special APAC meeting. In the event of such removal, or resignation of the delegate, a new delegate shall be elected (as described above) from among the members at the next regular APAC meeting to fulfill the unexpired portion of the term.”
Section IV: Executive Committee
A. The Executive Committee shall consist of the officers of APAC. The Chairperson and Secretary shall also serve, respectively, as the Chairperson and Secretary of the Executive Committee. The delegate to the Campus Senate shall be seated as an ex-officio member of the executive committee.
B. The Executive Committee shall meet as required for the orderly conduct of business but not less than quarterly. Additionally, the Chair shall consult with members of the executive committee at least once a month either by phone, electronically or in a meeting.
C. The Executive Committee shall possess all the powers of the parent body when in session, except that it shall not overrule, revise, or change previous acts of APAC, nor take from subcommittees any business referred to them by APAC. The Executive Committee shall make a record in writing of all its actions and submit it to APAC at its next regular meeting for incorporation into the minutes thereof.
D. The Executive Committee shall not act on items which can be deferred to the parent body.
Section V. Subcommittees
A. Standing Subcommittees.
1. APAC may appoint such standing subcommittees as it deems appropriate. These subcommittees may include members of the University community who are not members of APAC. The standing committees shall address the following issues: professional development; education and communication; employment issues and grievances, nomination and election procedures.
2. Chairpersons of the standing subcommittees shall be selected by a majority vote of members from among its representatives and shall serve for a one-year term.
3. A description of standing committees, including their charge and responsibilities shall be appended to and made a part of these Bylaws.
B. Ad Hoc Subcommittees
1. The Chairperson of APAC shall appoint ad hoc subcommittees as required, provided their purpose is not in conflict with the charge of any standing subcommittee.
2. Ad hoc subcommittees shall have a specific charge and time frame for the conduct of their business.
Section VI. Procedures
A. Six members, one of whom must be the Chairperson or the Chairperson’s designee, shall constitute a quorum. Approval by a majority of those present and voting shall be required for adoption of any authorized action.
B. Roberts Rules of Order shall govern procedures except as modified by these bylaws.
C. All representatives of APAC shall have equal standing and voting privileges.
D. A member of APAC shall not participate in investigations or vote on matters where a potential conflict of interest, professional or personal, exists.
E. Only representatives present at a meeting may vote on matters before APAC. Voting by proxy, absentee, or mail ballot shall not be permitted.
Section VII. Records and Files
A. The Secretary of APAC shall be responsible for maintenance of the official minutes, records, and files of APAC for the current year. The official records and files of APAC shall be permanently maintained in the Campus Senate Office. The Chairperson shall have the authority to review all APAC records and files as required.
B. Official minutes, records, and files kept by APAC shall normally be open to inspection only for reasons satisfactory to APAC and authorized by it in writing. Items not exempted by the Freedom of Information Act will be made available upon demand, following the advice of Campus Legal Counsel.
Section I. Procedures
Procedures for grievances are governed by the University of Illinois at Springfield “Academic Grievance Procedures” as developed by the Grievance Subcommittee, approved by APAC and the Chancellor (and the President).
Section II. Process
Matters related to complaints or grievances shall be brought to APAC through the Grievance Subcommittee Chairperson or the APAC Chairperson.
Section I. Schedule
The Chairperson shall convene the initial meeting of APAC in August. At this meeting APAC shall propose a meeting schedule for approval. Meetings shall be held no less than once each month.
Section II. Special Meetings
Special meetings of APAC shall be called by the Chairperson or on petition of three (3) or more members of APAC or on petition of ten (10) or more members of the APAC constituency. Reasonable prior notice of meeting shall be given.
Section III. Floor Privileges
A. All representatives, ex officio members, and subcommittee appointees shall be entitled to the privileges of the floor including the right to speak on matters before APAC.
B. Appointed subcommittee members who are not elected representatives, shall also have the right to propose motions on matters within the purview of their subcommittee.
C. The Chairperson may extend floor privileges, not voting privileges, for a given topic to any member of the University community or guests whose contributions to the discussion of the topic may be presumed valuable.
Amendments to these Bylaws shall become effective when approved by a two-thirds vote of APAC. Proposed amendments shall be given a first reading at a regular meeting of APAC, and shall be voted on no earlier than the next regular meeting of APAC. A copy of the proposed amendment shall accompany the notification of the meeting at which the first reading shall take place.