By-laws

Article I. Mission and Purpose

 Section 1. Mission

The mission of the Butler University Staff Assembly is to support, inform, and engage all staff in promoting a positive culture and community.

Section 2. Purpose

In accordance with the Assembly’s mission statement, the purpose of the Butler University Staff Assembly shall be to:

  1. Provide a platform for communication and feedback relative to issues affecting the campus community.
  2. Work to seek answers and solutions to staff questions, concerns, while consideringsuggestions made by staff.
  3. Continuously support, engage, and enhance the work environment culture through social, developmental, and collaborative opportunities.
  4. Represent staff through participation and discussions with constituents across the University.
  5. Advocate for efficient processes and policies to aid in the retention, inclusion, and productivity of staff.

Article II. Definition of Staff

Butler University staff includes all Butler personnel (this does not include faculty or student employees.) This includes staff of all Butler classifications.  Staff personnel are employed on a 9, 10, 11, or 12-month schedule, on a temporary, or on an occasional basis.

Article III. Staff Assembly Executive Committee

Section 1. Composition of Executive Committee

The Executive Committee shall be composed of 12 members elected as described in Article V below.  The Executive Committee will elect 3 officers from among its members. Vacancies to the Executive Committee shall be filled as described in Article V, Section 4.

Section 2. Executive Committee Member Responsibilities and Duties

Executive committee members shall:

  1. Attend and actively participate in regularly scheduled Executive Committee meetings.
  2. Convene or serve on executive sub-committees/workgroups.
  3. Serve on University committees or workgroups when requested.
  4. Schedule and conduct Staff Assembly General and Executive Committee meetings.
  5. Interpret and update the existing Bylaws.
  6. Revise the Bylaws in accordance with Article IX.

Article IV. Staff Assembly Officers

Section 1. Officer Positions

The Assembly Officers shall include the Chair, the Vice Chair, and the Secretary-Treasurer, elected from among the twelve (12) members of the Executive Committee. The Executive Committee may seek counsel from former Chairs of the Staff Assembly.

Section 2. Succession of Officer Positions

The succession of officer positions is as follows:

  1. If the Chair position becomes vacant, it will be the responsibility of the Vice Chair to assume the duties of the Chair unless extenuating circumstances prohibit. These circumstances will be reviewed by Executive Committee and agreed upon by a majority vote.
  2. If it is agreed that the Vice Chair is unable to assume the Chair position, the Secretary-Treasurer will assume the Chair position through next-in-line succession unless extenuating circumstances prohibit. These circumstances will be reviewed by Executive Committee and agreed upon by a majority vote.
  3. If the Secretary-Treasurer is unable to assume the Chair position, then the executive committee shall conduct a new officer election from within its remaining members.

Section 3. Chair Responsibilities and Duties

The Chair of Staff Assembly shall be expected to fulfill the following responsibilities and duties:

  1. Shall serve as presiding officer for all Staff Assembly General and Executive Committee meetings and report back to the committee as appropriate.
  2. Shall represent Staff Assembly at scheduled University leadership meetings and events as requested.
  3. Shall refer all matters submitted for the Assembly’s attention to the appropriate committee(s) or person(s).
  4. Shall oversee Executive Committee representation on Standing and Ad-Hoc committees.
  5. Shall oversee the creation and distribution of the General and Executive Committee meeting agendas.
  6. Shall be responsible for the disposition of all recommendations of the Assembly.
  7. Shall provide support to Staff Assembly work groups and committees as needed.
  8. Shall address any issues raised by executive committee members.

Section 4. Vice Chair Responsibilities and Duties

The Vice Chair of the Staff Assembly shall be expected to fulfill the following responsibilities and duties:

  1. Shall preside over all Assembly and Executive Committee meetings when the Chair is not present.
  2. Shall act on behalf of the Chair upon their request or in their absence.
  3. Shall provide support to Staff Assembly work groups and committees as needed.

Section 5. Secretary-Treasurer Responsibilities and Duties

The Secretary-Treasurer of the Staff Assembly shall be expected to fulfill the following responsibilities and duties:

  1. Shall create and distribute the minutes of the proceedings and actions of the General and Executive Committee meetings.
  2. Shall manage and provide updates of Staff Assembly budget to Executive Committee.
  3. Shall oversee the Staff Assembly website.
  4. Shall oversee the online suggestion site.
  5. Shall reserve meeting space for Executive and General meetings.
  6. Shall provide support to Staff Assembly work groups and committees as needed.

Section 6. Officer Elections

The Officers shall be elected by current members of the Executive Committee no later than March 31st. Election of Officers shall be by secret ballot that is set up by the Nominations and Elections Committee. A minimum of five (5) yes votes shall be required to elect an officer. If a single candidate fails to receive a majority vote, there will be a run-off election of the candidates with the highest number of votes.

Section 7. Officer Terms

  1. An Officer may serve in up to two different officer roles consecutively, with each role limited to two (2) consecutive two-year terms.
  2. Terms of officers will commence on June 1st and end on May 31st.
  3. An Officer shall lose their position immediately upon separation of employment with Butler University.

Section 8. Filling Officer Vacancies

See Section 2 for procedures for filling a Chair vacancy.

To fill vacancies for the Vice Chair and Secretary-Treasurer, the Executive Committee will replace the positions with members already serving on the Executive Committee to finish the remainder of the Officer’s term.

If no one on the Executive Committee can serve an term for an Officer, a special election will be called at Staff Assembly to elect a replacement Officer.

  1. Replacement officers shall serve the duration of the original officer term.  
  2. Such extensions must not result in total service exceeding eight (8) years, unless completing a final officer term as permitted.

After replacing vacant Officer positions, any vacancies to Executive Committee Member positions will follow procedures outlined in Article V, Section 4.

Article V. At-Large Executive Committee Members 

Section 1. At-large Executive Committee Member Positions

There shall be nine (9) elected at-large members, not including Officers, on the Executive Committee.

Section 2. At-Large Member Elections

Nominations and elections for the Executive Committee Member positions shall be held each year during the spring semester. The following protocol shall be followed for all elections:

  1. Nomination of candidates for election to the Executive Committee shall result from a confidential ballot during the spring semester. Each staff member may nominate up to one name for each open position.
  2. The Nominations and Elections Committee shall collect all nominations.
  3. Eligibility:
    1. A person must be employed by Butler a minimum of nine (9) months before accepting a nomination to a position on the Executive Committee.
    1. A nominee must be in good standing with the University, per University workplace standards of conduct.
    1. Nominees will be notified of their nomination and given up to five (5) working days to accept.
    1. Election ballots shall be prepared by the Nomination and Elections Committee and shall be distributed on a designated day during the spring semester, with a ballot being provided for each staff member eligible to vote.
    1. The Nominations and Elections Committee will confirm results.
    1. The greatest number of votes cast shall elect the open At-large Executive Committee Members.
    1. The Staff Assembly Chair will notify the newly elected Executive Committee members.

Section 3. At-large Member Terms

At-large Executive Committee members shall be elected to staggered three (3) year terms and shall be eligible to serve no more than two (2) consecutive full terms. No member shall serve more than eight (8) consecutive years on the Executive Committee. However, if an officer’s final term extends their service to a ninth year, they may complete that term.

All terms shall begin on June 1st and shall end on May 31st.

Any member of the Executive Committee shall lose their position immediately upon separation of employment with Butler University.

Section 4. Filling At-Large Member Vacancies

Vacancies to the Executive Committee At-large positions will be filled by consulting the results of the most recent election. The individual with the next highest votes will be offered to serve the remainder of the term, and the partial term shall not count against the term limits. If the individual declines, the Executive Committee will proceed to the next highest vote. Individuals must remain eligible according to Section 2 in Article V. Individuals will be vetted by HR and remain in good standing with the University.

If all individuals from the election list decline, normal nomination and election procedures will be followed at the next regular meeting of the Staff Assembly as outlined in Article VI, Section 2. The elected member will serve the remainder of the term, and the partial term shall not count against the term limits.

If a member vacates three (3) months before the end of the term, the position may remain open until the next election.

No individual may be appointed or elected to fill a vacancy if doing so would result in their total service exceeding eight (8) years, except in the case of officers completing a final term that extends to a ninth year.

Article VI. Staff Assembly Meetings

Section 1. Executive Committee Meetings

The Executive Committee shall convene at least monthly during the academic year. The Chair may cancel an Executive Committee meeting when necessary or appropriate.

Section 2. General Meetings

The Assembly shall have regularly scheduled meetings as set by the Executive Committee. These shall be held during daytime working hours once per month during the academic year (August-May). Optional meetings can be held in June and July if deemed necessary. A quorum for voting purposes at any regular or special meeting shall require a minimum number of forty (40) staff members of the University.

Section 3. Special Meetings

Special meetings may be called by the Executive Committee, or upon petition to the Executive Committee from at least forty (40) staff members of the University. Notice of all meetings must be given to all staff and have 24-hour lead-time.

Article VII. Functional Priorities

Section 1. Functional Priorities

In order to fulfill the mission and purpose of Staff Assembly, four (4) key functional priorities have been identified to enable us to advocate for staff. Committees within these functional areas will be convened led or co-led by members of the Executive Committee. Staff volunteers outside of the Executive Committee may be utilized to carry out the work.

  1. Operations: Includes internal operating structure as well as general meeting operations. Work groups, committees, and/or activities may include, but are not limited to:
    • General Meeting Operations
    • Nominations and Elections
    • Bylaws Revision
  2. Communications: Includes internal and external communications to promote Staff Assembly to staff on campus. Work groups, committees, and/or activities may include, but are not limited to:
    • Posting content to online outlets including blog, social media and email communications, etc.
    • Maintain online suggestion form
    • Maintain Staff Assembly website
  3. Engagement: Includes social, developmental, and collaborative opportunities. Work groups, committees, and/or activities may include, but are not limited to:
    • Activities and Socials
  4. Recognition: Includes opportunities to recognize staff and increase employee morale. Work groups, committees, and/or activities may include, but are not limited to:
    • Difference Makers Staff Recognition Program
    • Staff-to-Staff Appreciation
    • Recognition of new full-time staff

Section 2. Functional Area Committee Chairs

With the exception of the Staff Assembly Officers, a member of the Executive Committee will volunteer to serve as the convenor or member of a committee(s) for at least one (1) year term. The convenor of each committee is responsible for securing staff volunteers to serve as committee members.

Article VIII. Ad-Hoc Work Groups

As special issues arise, ad-hoc work groups may be established by the Executive Committee or at the recommendation of at least forty (40) staff members of the University the Staff Assembly to research and recommend action.

Article IX. Amendment of Bylaws

The Bylaws shall go into effect when approved by the Staff Assembly by a 2/3 vote of the members present and voting, and upon approval of the Board of Trustees of Butler University or its designate.

Notice of Bylaw amendments will be provided to all staff members at least two (2) weeks in advance of voting.

A staff member may submit a motion to amend the Bylaws to the Staff Assembly Executive Committee at any time.

Article X. Bylaws/Effect

The Bylaws shall go into effect immediately once approved.

The Staff Assembly bylaws were approved by the Staff Assembly on Wednesday, September 17, 2025.

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