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Staff Senate Bylaws

The Staff Senate shall hereafter be referred to as “Senate”, Staff Senator as “Senator”, Staff Senate Constitution as “Constitution”, Staff Senate Bylaws as “Bylaws”, Staff Senate President as “President”, Staff Senate President-Elect as “President-Elect”, Staff Senate Secretary as “Secretary”, Staff Senate Treasurer as “Treasurer”, and Staff Senate Executive Board as “Board.”

ARTICLE I. MEMBERSHIP

A. ELIGIBILITY

A Texas Tech University or Texas Tech University System Administration employee interested in serving as a Senator shall be employed in a benefits-eligible full-time or part-time position for at least one year of continuous service at the time of nominations.

B. RIGHTS

C. DUTIES

Senators shall attend and participate in all regularly scheduled and called meetings.

D. ATTENDANCE

A Senator has a commitment to attend all meetings. However, when absence cannot be avoided, Senators shall contact in writing the President, President-Elect, or Secretary before an expected absence or within five working days after the meeting, explaining the absence. After a Senator has three absences in a Senate term year, the Secretary shall notify the Board concerning the excessive absences. The Board shall notify the Senator in writing of his/her absences and advise the Senator to note the policy regarding absences. After a Senator has five absences in a Senate term year, the Secretary shall give a report regarding the Senator to the Board.  The Board shall review the report and make a recommendation for or against expulsion to be presented to the Senate for vote at the next scheduled Senate meeting. Each successive absence by the Senator in question, in the same term year, shall be reviewed by the Board and another recommendation may be presented to the Senate.

E. EXPULSION

Possible expulsion of a Senator or Alternate for matters other than absences will be reviewed by the Grievance Committee. After review of the Grievance Committee’s findings by the Board, the Board may present a call for vote from the Senate to request expulsion of the Senator or Alternate.

F. RESIGNATION

When a Senator resigns or is removed as a result of absences or an expulsion ruling, an Alternate shall move up to the vacant position. The Alternate shall move up within the designated EEO classification in order of previous election results in accordance with Article III, Section 5 of the Constitution.  

G. ALTERNATES

Alternates shall serve one-year terms. If an Alternate moves up to fill an unexpired term that has more than half its time remaining, the Alternate shall wait one year before running for re-election. If the unexpired term to be filled has less than half its time remaining, no time off is required before running for re-election. Alternate Senators are encouraged, but not required, to attend all meetings. An Alternate shall be allowed to function in meetings in the same way as an elected Senator other than having voting rights and proposing legislation or resolutions.

H. SENATOR/ALTERNATE RATIO

A pool of Alternates shall be maintained for each EEO classification with half the number of elected Senators. In order to maintain this number, replacements shall be chosen from the Alternate list (in accordance with Article III, Section 5 of the Constitution) in descending order by popular vote. In the event of a tie vote, the Alternate will be placed by length of service at Texas Tech University. In the event that the Alternate pool for an EEO classification is depleted:

I. CLASSIFICATION CHANGES

If a Senator changes classification, he/she must inform the Board of the change in writing within a thirty (30) day period. At that time, the Senator may choose to remain as a Senator in the original classification or to resign. If the Senator resigns within the period, he/she shall be eligible to run in the new classification at the next general election. If the period has expired, the Senator may resign, but must then wait one year before running in the new classification.

ARTICLE II. BUDGET AND FINANCE

A. ACCOUNT MANAGEMENT

The Treasurer shall be established as the account manager with alternate signature authority assigned to the President and the President-Elect.

B. BUDGET PREPARATION

An annual budget shall be prepared by the Treasurer and presented to the Board for approval at the August Board meeting.  Once approved, the budget shall be presented to the Senate for ratification at the September meeting.  A year-to-date budget summary shall be presented to the Senate at the January and June meetings.

C. NON-LINE ITEM EXPENDITURES

Requests for funding shall come through the committee chairs, in writing, to the Board for approval.

D. BUDGET CYCLE

The fiscal year for the Senate shall be September 1 through August 31.

E. BUDGET AUDIT

By July 15, an Ad Hoc Audit Committee composed of the incoming and outgoing President, the incoming and outgoing Treasurer, and the incoming President-Elect shall conduct an annual audit before the account is transferred to the next manager.

ARTICLE III. OFFICER DUTIES AND VACANCIES

A. OFFICER DUTIES

B. OFFICER VACANCIES

If the President resigns during his/her term of office, the President-Elect shall assume the duties of the President for the remainder of that term.  If the remaining term be less than half of the term, the President-Elect shall continue to serve a full term as President for the following year. If the remaining term be half or more of the term, the President-Elect shall assume the duties for the remainder of that term only. For vacancy in any other office, the position shall be filled by an election at the next regular meeting and the individual shall serve for the remainder of the term.

C. REMOVAL FROM OFFICE

For any reason other than absence at Board meetings, any officer may be removed upon two-thirds majority vote of the Senate. A petition signed by 15 percent of the Senators shall be filed and attached to the agenda for the next meeting at which the vote shall be taken.

ARTICLE IV. EXECUTIVE BOARD

A. DUTIES

B. ELECTIONS

C. ATTENDANCE

ARTICLE V. RULES OF ORDER

A. ORDER OF BUSINESS

The following items shall be covered in each Senate meeting. The order of the items may be determined by the presiding President.

B. SCHEDULED MEETINGS

C. SPECIAL MEETINGS

D. OPEN/CLOSED MEETINGS

All meetings shall be open meetings unless otherwise required by law, or unless the Senate by a two-thirds majority shall declare that a meeting or a part of a meeting shall be conducted in closed session. No vote shall be taken while a meeting is in closed session.

E. QUORUM

A quorum (required to have an official meeting and conduct business) shall be set at two-thirds of those positions filled in the Senate.

F. PARLIAMENTARY AUTHORITY

Robert's Rules of Order shall serve as the parliamentary procedure.

G. LEGISLATION, AMENDMENTS, AND RESOLUTIONS

Only voting Senators may propose legislation or resolutions. Senators may submit proposals, in writing, to the Board one week before the Board meeting. All proposals shall be brought before the Senate.  The Board shall be responsible for the final copy of any resolution.  The President is responsible for forwarding the resolution to the proper authority.  

H. VOTING REQUIREMENTS

I. RATIFICATION AND ADOPTION OF THE INITIAL CONSTITUTION AND BYLAWS

J.  AMENDMENTS TO THE CONSTITUTION AND BYLAWS

ARTICLE VI. STANDING COMMITTEES

A. MEMBERSHIP/PURPOSE

B. ORGANIZATION, POWERS AND DUTIES OF STANDING COMMITTEES

ARTICLE VII. SPECIAL APPOINTMENTS

A. Parliamentarian

This is a special assignment by the President for a one-year term. The Parliamentarian:

B. Historian

This is a special assignment appointed by the President for a one-year term. The Historian:

Amended

August 4, 1999 November 5, 2003 April 6, 2005
April 5, 2000 December 5, 2003 May 4, 2005
June 6, 2000 December 1, 2004 June 1, 2005
October 3, 2000 January 5, 2005 September 7, 2005
March 5, 2003 February 2, 2005 April 5, 2006
October 1, 2003 March 2, 2005    October 4, 2006
February 7, 2007 April 4, 2007 June 7, 2007
February 1, 2008 June 4, 2009 April 7, 2010
May 5, 2010