September 10, 1996
Revised May 13, 1999
Revised February 8, 2007
Revised October 8, 2009
Revised June 11, 2015
Revised April 13, 2017
Revised November 5, 2019
Revised May 8, 2025

Academic Professional Advisory Committee
University of Illinois at Springfield

Purpose

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.” APAC shall facilitate the professional development of academic professionals. 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.”

Academic professional staff shall be entitled to a conference with APAC or individual elected members thereof on any matter properly within the purview of the Committee.

ARTICLE I: 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.”

ARTICLE II: Election of Representatives

Section I: Definition of Electorate/Election Procedures

The academic professional staff whose appointments require at least fifty percent (50%) part-time employment and members of the System Office academic professional staff whose principal offices are on the Springfield campus shall be members of the electorate. Any  academic professional is eligible to be a candidate for the election to APAC.

Elections shall be held each year in May.

Members of APAC shall be elected for staggered three (3) year terms.

Provision shall be made for staggered terms with no fewer than three (3) and no more than five (5) members to be elected each year.

Outgoing Committee will seat newly elected Committee at the regular June APAC meeting.

Section II: Nominating Procedures

Candidates shall be sought out each year in April.

Candidate(s) shall submit a statement of candidacy to the APAC email of APAC@uis.edu fourteen (14) calendar days prior to the first day of voting. Additionally, three emails in support of the candidacy must be received to the APAC inbox for each candidate. A list of candidates will be posted on the UIS APAC website once the ballot is finalized.

Voting shall be conducted in an anonymous, electronic format. Each Academic Professional is eligible to vote once during the fourteen (14) calendar day election period.

Prior to the July meeting, the Executive Committee will ensure that newly elected members have received an orientation to topics currently being addressed by APAC.

The appropriate number of candidates who receive the highest number of votes shall be declared the winners. In the event of a tie, the existing elected members of APAC will determine the winner at the time of the election.

Section III: Vacancy

In the event of a vacancy on APAC, through resignation or other cause, the Executive Committee, with the consent of elected members of APAC, shall select an AP to fill the seat.

In the event that no candidate for a seat due for election presents a valid petition in accordance with Article II, Section II, the Executive Committee, with the consent of elected members of APAC, shall select an AP to fill the seat.

All vacancies shall be filled for the remainder of the three (3) year term.

ARTICLE III: Structure of APAC

Section I: Composition of APAC

APAC shall consist of ten (10) members, five (5) representatives elected at-large and five (5) representatives elected from districts, which are described on the UIS APAC website. Districts shall be periodically reviewed by APAC for equitable representation. In addition to elected members, a representative APAC shall consist of ten (10) at-large members. In addition to elected members, a member appointed by the Chancellor, a member appointed by the Provost, a member appointed by Civil Service Advisory Council (CSAC), and the Senior Director of Human Resources, shall serve as ex officio members, without voting privilege but with full floor privilege.

Section II: Role of Members

Members in good standing shall:

  • Attend regularly scheduled meetings and participate actively in the work of APAC.
  • Inform the chair if they are unable to attend the monthly meeting.
  • Attend APAC-sponsored events.
  • Provide leadership in the advocacy of AP concerns, such as chairing subcommittees and representing academic professionals on other university committees.
  • APAC members shall abstain from voting on any matter in which that member is personally involved.

At-Large committee members shall represent Academic Professionals across the university.

Section III: Resignation or Removal of elected members of APAC

Elected Committee members and officers may be removed from their position by a two-thirds vote of the elected members present. Any proposed removal shall be presented to the Executive Committee no sooner than two weeks prior to discussion and action by the full elected membership. In addition to failure to meet all of the responsibilities of membership (as defined in the Bylaws), members may be removed for conduct unbecoming of a member.

In the event of three (3) consecutive absences within one (1) fiscal year, the Chair may bring the elected member’s absences to the attention of the Executive Committee for review and possible action of removal of all APAC responsibilities.

In the event of six (6) absences within the fiscal year, the elected member will be automatically removed from APAC.

Elected members may resign from their position by submitting a letter of resignation to the Chair.

In the event of a vacancy for any of the above reasons, selection of a replacement shall be in accordance with Article II, Section III.

Section IV: Officers

Elected members of APAC shall elect a Chairperson, Vice Chairperson, Secretary, and Engagement and Retention Coordinator by majority vote from among the elected members at the regular June meeting. The Offices of the Chancellor and Provost shall be informed of new officers at this time. The terms of office shall be for one year beginning at the July meeting. Prior to the July meeting, members of the outgoing Executive Committee will ensure that their newly elected successor will have received an orientation to the duties of their office. No person shall serve more than three consecutive one-year terms in any one office. Officers shall adhere to the roles and responsibilities as elected APAC members as noted in the Bylaws. Additional obligations of the officers shall include but not be limited to:

The Chair

  • Shall be responsible for the overall organization, operation, and communications of APAC and shall serve as its chief spokesperson.
  • Shall prepare agendas for monthly meetings in consultation with the executive committee, chair meetings, call special meetings, and convene executive committee meetings.
  • Shall be responsible for communication on behalf of APAC with the Chancellor, the Provost, and the Chancellor’s representative on APAC.
  • Shall be the central point of contact for communication between the Committee and the Campus Senate Chair and Civil Service Advisory Council president.
  • Shall be responsible for facilitating the process of making appointments of Academic Professionals to various committees on campus at the beginning of the academic year.
  • Serves as one of the voting representatives to the University Professional Personnel Advisory Committee (UPPAC), upon appointment by the President, and shall serve as chair.
  • Shall be responsible for maintaining communication with the Academic Professional organization at the other two campuses.
  • Coordinates the work of APAC subcommittees and maintains communication with subcommittee chairs.
  • Represents APAC at campus and university meetings.
  • Reviews the draft of the minutes for accuracy and completeness before the minutes are submitted to the full committee for approval.
  • Disseminates with discretion information to Academic Professionals by request of campus stakeholders via the APAC email address.

The Vice Chair

  • Assist the chair in coordinating the operations of APAC. This includes, but not limited to, preparing the agenda for meetings, coordinating the activities of the subcommittees, and representing APAC both internally and externally.
  • Chairs meetings in the absence of the chair.
  • Takes minutes in the absence of the secretary.
  • Responsible for maintaining the roster of Academic Professionals representing APAC on committees.
  • Shall be responsible for communication of committee appointments and vacancies on behalf of APAC.

The Secretary

  • Shall be responsible for taking, preparing, and distributing the minutes of APAC meetings.
  • Works with the Chair to help prepare and distribute the agenda in advance of meetings.
  • Handles invitations and registration for APAC-sponsored events, if required.
  • Maintains accurate attendance records of meeting participation by the membership.
  • Maintains Academic Professional Advisory Committee website.
  • Shall request campus AP e-mail distribution list from ITS  on a quarterly basis.
  • Reserves any in-person meeting space required for APAC.
  • Creates meetings on APAC email calendar and all Academic Professionals, ex-officio APAC members, and any other necessary stakeholders are invited.
  • Sets up an electronic ballot for APAC elections.

The Engagement and Retention Coordinator

  • Develops and implements strategies to engage committee members, including organizing and facilitating events, informal gatherings and activities that promote interaction and collaboration.
  • Creates opportunities for social interaction among members to build a sense of community.
  • Encourages participation in committee activities and fosters a welcoming environment for all members.
  • Provides monthly updates on future campus events.
  • Conceptualizes and helps facilitate workshops, seminars, and networking events that support professional development.
  • Promotes mentorship and peer-to-peer learning initiatives.
  • Shall work closely with the Chair to aid in facilitating the process of making appointments of Academic Professionals to various committees on campus at the beginning of the academic year.

Section V: Executive Committee

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.

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.
  • 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.
  • 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.
  • Not act on items that can be deferred to the elected members of APAC.
  • Prepare and submit an annual report of APAC activities to the Chancellor and constituency.

Section VI: Delegate to the Campus Senate

APAC shall elect a voting delegate to the Campus Senate by majority vote from among the elected APAC members at the regular June meeting. The term shall be for the academic year beginning immediately upon election.

The delegate is responsible for attending all Campus Senate meetings and maintaining active communication with the Chair and APAC Executive Committee.

The delegate is required to inform the APAC Chair (in advance) of their inability to attend any Campus Senate meeting. Failure to notify the Chair may result in removal from position.

Failure to attend three (3) or more Campus Senate meetings within the academic year (with or without advance notice), or failure to adequately represent APAC interests may be deemed sufficient grounds for removal.

The delegate may be removed from their position by a two-third 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.

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 shall be given to the one of the named alternate delegates, who are determined at the beginning of the academic year and submitted to the Campus Senate.

The member assuming voting responsibilities and privileges shall be responsible for clearly identifying himself or herself as such to the Secretary of the Campus Senate.

The delegate will deliver a report verbally at the next regularly scheduled APAC meeting.

The Campus Senate summary shall be a standing item on the monthly APAC Agenda.

Section VII. Subcommittees

Standing Subcommittees

APAC may appoint such standing subcommittee as it deems appropriate. These subcommittees may include members of the University community who are not members of APAC. The standing committees shall address issues such as professional development, education and communication, employment issues and grievances, nomination and election procedures.

Chairpersons of the standing subcommittees shall be selected by a majority vote of elected APAC  members and shall serve for a one-year term upon appointment.

A description of standing committees, including their charge and responsibilities shall be appended to and made a part of these Bylaws.

Ad Hoc Subcommittees

Ad hoc subcommittees shall be formed for a specific task or objective and shall be dissolved after the completion of the task or achievement of the objective.

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.

Section VIII: Procedures

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.

Roberts Rules of Order shall govern procedures except as modified by these bylaws.

All elected members of APAC shall have equal standing and voting privileges.

Only elected members present at a meeting may vote on matters before APAC. Voting by proxy, absentee, or mail ballot shall not be permitted.

Section IX: Records and Files

The Secretary of APAC shall be responsible for maintenance of the official minutes, records, and files of APAC for the current year. The Chairperson shall have the authority to review all APAC records and files as required.

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.

Effective with the 2017 Bylaw revision, all new records and files will be kept electronically in the properly designated location.

ARTICLE IV: Meetings

Section I. Schedule

The Chairperson shall convene the initial meeting of APAC in July. At this meeting, the executive committee shall propose a meeting schedule for approval.

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 Special meetings of APAC shall be called by the Chairperson or on petition of three (3) or more elected members of APAC or on petition of ten (10) or more Academic Professionals. Reasonable prior notice of meeting shall be given.

Section III. Floor Privileges

All elected members, ex officio members, and subcommittee appointees shall be entitled to the privileges of the floor including the right to speak on matters before APAC.

Appointed subcommittee members who are not elected members, shall also have the right to propose motions on matters within the purview of their subcommittee.

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.

Section IV: Meetings

APAC is advisory to the Chancellor’s Office and therefore is not subject to the Open Meetings Act. As such, APAC may meet in any modality the members see fit. The Executive Committee shall propose meeting modality, dates, and times for the upcoming academic year at the July meeting, seeking approval from voting members.

ARTICLE V: Amendments

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 reAmendments 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.

Appendix

APAC Standing Committees

CAPE Award Committee

Purpose: Committee is responsible for facilitating the annual CAPE Award nomination process, screen nominations for completeness and eligibility of nominee, then select and forward, three finalists to the Chancellor to determine the recipient for the annual CAPE Award. The committee shall be composed of five APs. Academic Professionals who serve on the Awards Committee are not eligible to receive the CAPE Award in the year they are making the selection. Members are selected by the current CAPE Award Committee.

Number of members: 5

Professional Development Committee

Purpose: Works with the Vice Chancellor for Finance and Administration to obtain professional development funds to be used by UIS Academic Professionals to engage in professional development activities that are beneficial to them in their position, their unit, and the campus as a whole. The Committee is responsible for promoting the program, accepting and awarding applications for funds, track usage of funds and compiles a report after the end of each fiscal year for the Vice Chancellor for Finance and Administration.

Number of members: 6

Date of revision approved: May 8, 2025