University Administrative Assembly Constitution
1999 Final Revision
2007 updated and amended
CONSTITUTION OF THE ADMINISTRATIVE ASSEMBLY OF SHAWNEE STATE
the members of the administrative staff of Shawnee State University,
concerned with the growth and development of the University, the broad
scope of educational issues confronting the administrators, the
professional development of the administrative staff, and with the
responsibilities delegated to the administrative staff by the Board of
Trustees and the President of Shawnee State University, do hereby
establish the University Administrative Assembly (UAA) of Shawnee
University Administrative Assembly (UAA) will be committed to
providing a collective and independent voice for those having
administrative responsibilities in the stated mission of the
University. The Assembly will provide the Administrative Staff of the
University with a means for participation with other representative
groups in the University governance process through a public forum.
Doing so, the University Administrative Assembly (UAA) will also
promote and enhance the profession of university administration as a
University Administrative Assembly (UAA) holds the conviction that it
can promote the further growth and development of Shawnee State
University through the participation of its professional staff in the
governance process and through its own growth, development, and
service to the University.
ARTICLE I: NAME,
PURPOSE, AND AUTHORITY
SECTION 1.1 NAME--The name of this organization shall be the
University Administrative Assembly (UAA) of Shawnee State University,
hereinafter referred to as the UAA.
SECTION 1.2 PURPOSE-- The purpose of the UAA is to promote and enhance
the professions of the university administration. The UAA will be
committed to providing a collective and independent voice to those
having administrative and administrative/technical support (ATSS)
responsibilities in the pursuit of the stated mission of the
University, using a public forum and participating with other
representative groups in the University governance process.
SECTION 1.3-- AUTHORITY The UAA shall recommend to the University
President policies for the University affecting matters of concern to
the UAA as outlined in 1.3.2, and shall exercise authority assigned to
it by the University President.
1.3.1-- All recommendations of the UAA shall be addressed to the
University President for consideration. A response to the
recommendations shall be returned to the UAA.
1.3.2-- UAA recommendations shall include matters affecting the
University administrative, educational support, and service functions.
Recommendations shall also include matters referred to it by the
SECTION 1.4 REPRESENTATION TO OTHER CAMPUS GOVERNANCE BODIES --The UAA
shall appoint those persons who represent it, and the UAA may
authorize the representatives to use such funds as are available.
SECTION 2.1 MEMBERSHIP -- All Shawnee State University Administrative
and administrative/technical support (ATSS) personnel having full-time
or continuing part-time status shall be represented by the UAA,
excluding the President, Vice Presidents, and General Counsel.
SECTION 2.2 VOTING MEMBERSHIPó- All members of the UAA except ex
officio members, shall be eligible to vote.
OFFICERS OF THE UAA
SECTION 3.1 OFFICERS-- The elected officers of the UAA shall be the
Chairperson, Secretary, Treasurer and two Executive Committee Members
at Large. Any voting member of the UAA may be an officer.
SECTION 3.2 TERM OF OFFICE-- The UAA officers shall be elected by
majority vote and shall hold office from July 1 following their
election through June 30 of the following year. The ex-officio
(non-voting) Past Chair shall hold office from July 1 following their
year elected as chairperson through June 30 of the following year. The
initial slate of officers shall be elected in accordance with the
provisions established in Section 3.1.
ARTICLE IV: DUTIES
OF UAA OFFICERS
SECTION 4.1 CHAIRPERSON -- The UAA Chairperson shall (1) Preside over
all meetings of the UAA; (2) Carry out the directives of the UAA; (3)
Serve as principal spokesperson for the UAA; and(4) Represent the UAA
at formal functions of the University. A Parliamentarian for the UAA
may be appointed by the UAA Chairperson to serve concurrently with the
SECTION 4.2 SECRETARY -- The UAA Secretary shall perform the customary
duties of the office, including keeping and distributing the minutes
of the meetings of the UAA. Duties also include updating the UAA
webpage. The Secretary may be required to compile votes from an
SECTION 4.3 TREASURER -- The UAA Treasurer shall administer the funds
of the UAA, keep current records of receipts and disbursements, and
submit an annual financial report to the UAA. The Treasurer shall
annually prepare the UAA budget, according to the process as
established by the University in consultation with the Executive
Board. The treasurer is responsible for preparing the entertainment
expense forms and ordering food and/or drink for UAA meetings or other
designated UAA functions.
SECTION 4.4 EXECUTIVE COMMITTEE MEMBER AT-LARGE-- The UAA Executive
Committee Member At Large shall participate in all deliberations of
the Executive Committee. Co-chairing the election committee is a duty
of this office.
SECTION 4.5 EXECUTIVE COMMITTEE MEMBER AT-LARGE (ATSS) -- The UAA
Executive Committee Member At Large shall participate in all
deliberations of the Executive Committee and consist of a designated
Administrative Technical Support Staff (ATSS). If no ATSS member is
running for the office, the position can be filled by a non-ATSS
administrator. Co-chairing the election committee is a duty of this
ARTICLE V: UAA
SECTION 5.1 MEETINGS-- All meetings of the UAA shall be open to all
interested parties unless a meeting is declared "closed" by a majority
of all voting members present. Any such vote shall be subject to
relevant restrictions of Ohio's "Sunshine Law." The meetings will be
conducted under Robert's Rules of Order.
SECTION 5.2 REGULAR MEETINGS-- The UAA shall meet monthly and as often
as necessary to transact its business.
SECTION 5.3 SPECIAL MEETINGS-- The UAA Chairperson shall have the
authority to call a meeting of the UAA either upon his or her own
initiative, or upon petition of at least 25 percent of the UAA. Such
notification shall include an agenda.
SECTION 5.4 COMMITTEE REPORTING-- The UAA Committees will provide a
report of progress and recommendations as necessary to the UAA
SECTION 5.5 QUORUM-- 25% of the voting membership of the UAA shall
constitute a quorum.
SECTION 5.6 VOTING -- Voting on all matters other than elections,
constitutional amendments, and membership, shall be by a show of
hands. A secret ballot will be required when at least five UAA voting
members request it. Passage of a resolution will require an
affirmative vote by a simple majority of those voting.
SECTION 5.7 CHAIR ABSENTEE - In the event of chair or co-chair
absenteeism, the past chair will preside over the monthly meeting.
ARTICLE VI: BYLAWS
SECTION 6.1 BYLAWS-- The UAA shall adopt such bylaws as are necessary
to carry out the provisions of this Constitution.
SECTION 7.1 THE UAA EXECUTIVE COMMITTEE-- The elected officers, chairs
of the standing committees, and the past chair shall constitute the
Executive Committee of the UAA and shall perform its administrative
The Executive Committee shall communicate any emergency issue via
email to the membership of the UAA when it determines that a UAA
meeting is not feasible.
The Executive Committee shall also appoint chairpersons to committees,
members to serve as representatives to University campus governance
bodies and officers to fill vacancies on a temporary basis until a
regular election can be held.
The Executive Committee shall monitor and report on the status and
implementation of actions taken or recommended by the UAA.
The Executive Committee will meet to plan the regular meeting agenda
and deal with other issues as charged.
The agenda for UAA meetings shall be distributed by the UAA Secretary
at least three working days prior to the meeting.
Any agenda item intended to result in UAA action should be forwarded
to the UAA Secretary at least seven working days prior to the meeting.
SECTION 8.1 STANDING COMMITTEES OF UAA SHALL INCLUDE:
The Executive Committee (Duties outlined in Article VII)
The Personnel/Policies Committee shall concern itself with the
relationship which exists between administrators and
administrative/technical support staff and the university as an
employer. In particular, the committee shall review, study, and
recommend action in regard to policies and procedures which affect
administrators and administrative/technical support staff.
The Compensation Committee shall concern itself with the annual review
of compensation distribution, including recommending action in regard
to fringe benefits.
The Professional Development/Evaluation Committee shall concern itself
with efforts to aid and encourage professional growth and development
in administrators and administrative/technical support staff. In
particular, the committee shall review, study, and recommend action in
regard to such matters as performance evaluation, professional leave,
continuing education, and recognition of professional achievement.
SECTION 8.2 AD HOC COMMITTEES -- Ad hoc committees (including the
Elections Committee) will be established as needed and shall be
appointed by the Executive Committee of the UAA.
SECTION 9.1 ELECTION DATES-- The Elections Committee will coordinate
the elections for officers of the UAA annually during the month of May
SECTION 9.2 MAJORITY VOTE-- The officers of the UAA shall be elected
by a majority of those voting. Balloting shall continue until a
majority is reached.
SECTION 9.3 SECRET BALLOT, ELECTRONIC BALLOT AND ABSENTEE VOTING --
All elections not otherwise provided for in the Constitution or bylaws
shall be conducted by secret ballot with provision for absentee voting
or electronic ballot.
CONSTITUTION AND BYLAW AMENDMENTS
SECTION 10.1 PROPOSING CONSTITUTIONAL AMENDMENTS -- Amendments to this
Constitution may be proposed by a petition signed by 25 percent of the
voting members of the UAA and presented to the UAA Chairperson.
SECTION 10.2 NOTIFICATION OF MEMBERS The proposed amendment and notice
of the meeting at which the matter is to be presented shall be
distributed to the UAA membership at least seven working days prior to
SECTION 10.3 CONSTITUTIONAL AMENDMENT RATIFICATION -- Ratification of
amendments to this Constitution shall require a two-thirds majority of
the voting membership of the UAA.
SECTION 10.4 VOTING -- Voting on constitutional amendments shall be by
electronic ballot or secret ballot with provision for absentee voting
by UAA members. The Elections Committee shall conduct the voting.
SECTION 10.5 BYLAWS AND AMENDMENTS TO BYLAWS-- Amendments to bylaws
may be proposed by any UAA member. The bylaws to this Constitution may
be established and amended by a majority vote of those members voting.
The UAA Secretary shall distribute the proposed bylaw to each UAA
member at least seven working days prior to the meeting.
SECTION 11.1 IMPLEMENTATION-- The UAA shall be established and the
Constitution and bylaws shall take effect upon ratification by
two-thirds of the UAA Senators and with the approvals of the
University President or her/his designee, and the Board of Trustees of
Shawnee State University. Transition to the new governance structure
shall commence upon the approvals noted in the preceding paragraph and
at the pleasure of the University Administrative Senate Executive
Committee. At that time, the UAA will replace the University
Administrative Senate (UAA) as the governance body for administrators
and administrative/ technical support staff at Shawnee State
University, and the constitution and bylaws of the University
Administrative Senate shall become null and void.
SECTION 11.2 FIRST NOMINATIONS AND ELECTIONS-- Upon ratification and
approval of this Constitution and bylaws, the chair of the UAA shall
call a meeting of the UAA to nominate and elect officers. This initial
slate of officers will serve until May 31, 2000.