Administrative Senate Constitution and Bylaws

We, the members of Ohio University’s administrative staff, concerned with the University’s growth and development, the broad scope of educational issues confronting the administration, the professional development of this administrative staff, and the responsibilities delegated to the administrative staff by the Board of Trustees and the President of Ohio University, do hereby establish the Administrative Senate of Ohio University.

The purpose of the Administrative Senate is to promote and enhance the profession of university administration and, specifically, the profession at Ohio University. The Administrative Senate will be committed to providing a collective and independent voice to those with administrative responsibilities in conducting the University’s educational mission. The Administrative Senate will provide the administrative staff of the University with a legitimate and necessary role in the governance of the University through a public forum where the individual and representative voices of the administrative staff will be heard and will be of equal participation with other representative groups in University decision-making.

The Administrative Senate holds the conviction that it can assist in the further growth and development of Ohio University through its own growth, development, and operation.

The President of Ohio University will appoint University executive officer(s) to meet with the Administrative Senate regularly. The President will have a standing invitation to meet with the Administrative Senate.

Section 1. Membership

Article I: Membership and Composition

1. For the purpose of electing senators, the University will be divided into planning units as described in the Bylaws.
2. An "administrator" is defined as an employee of Ohio University who serves in an exempt-unclassified or non-exempt-unclassified position as defined in Ohio University policy 41.115 and determined by Ohio University Human Resources, has been appointed to an administrative position through Ohio University Human Resources, and spends more than 50% of their time in administrative duties. Employees defined as executive officers by Ohio University policy 40.105 and faculty whose responsibilities are defined as more than 50% administrative but who have retained faculty rank but not faculty status (see Ohio University Faculty Handbook) are excluded from this definition.

Section 2. Composition

The Administrative Senate will be composed of senators elected from each planning unit. Senators may also be appointed under the circumstances outlined in the Administrative Senate Bylaws.

Article II: Amendments

The Constitution of the Administrative Senate may be amended by a majority vote of the representatives to the Administrative Senate. Amendments must be approved by the President and Trustees of Ohio University.

The Constitution of the Administrative Senate may be amended by a majority vote of the representatives to the Administrative Senate and must be approved by the President of Ohio University and the Trustees of Ohio University.

The purpose of the Administrative Senate is to promote and enhance the profession of university administration and specifically, the profession at Ohio University. The Administrative Senate will be committed to providing a collective and independent voice to those having administrative responsibilities in the conduct of the educational mission of the University. The Senate will provide the administrative staff of the University with a legitimate and necessary role in governance of the University through a public forum where the individual and representative voices of the staff will be heard and will be one of equal participation with other representative groups in University decision-making.

Pursuant to Ohio University policy 41.115, an "administrator" is defined as an employee of Ohio University who serves in an exempt-unclassified or non-exempt-unclassified position as determined by Ohio University Human Resources, has been appointed to an administrative position through Ohio University Human Resources and spends more than 50% of their time in administrative duties. This shall exclude employees defined as executive officers by Ohio University policy 40.105 and those faculty whose responsibilities are defined as more than 50% administrative, but who have retained faculty rank but not faculty status (Ohio University Faculty Handbook).   

The Administrative Senate will represent administrative employees within the University, as defined in Section 2. 

A Senator will be defined as an administrator, as defined in Section 2 of these Bylaws, elected by the planning unit in which the administrator is employed or appointed as permitted under Section 11 of these Bylaws. To serve as a senator, whether elected or appointed, an administrator must have completed a minimum of six months of continuous employment at Ohio University by the time they begin their service.

The number of senators representing planning units will be proportionate to the number of administrators in each designated unit, with one senator for every 75 administrators (1-75 administrators = 1 senator, 76-150 administrators = 2 senators, etc.)

Planning units are established by University Human Resources. For representation purposes, planning units may be combined or divided with a two-thirds vote of the Administrative Senate.

The Executive Officers of the Administrative Senate will be a Chair, Vice-Chair, Secretary, and Treasurer.

Article I: Parliamentary Authority

Robert’s Rules of Order (most recent edition) will govern procedure at all meetings of the Administrative Senate in cases not otherwise provided for in the Constitution or Bylaws. Appendix 1 contains a sample of Robert’s Rules of Order.

Article II: Regular Meetings

Special meetings may be called by the Executive Committee or at the written request of at least five senators to discuss specifically stated issues. The agenda for the special meeting will be sent out with the notice of the meeting at least one business day (a minimum of 24 hours) before the meeting.

Article III: Special Meetings

Special meetings may be called by the Executive Committee or at the written request of at least five senators to discuss specifically stated issues. The agenda for the special meeting will be sent out with the notice of the meeting at least one business day (a minimum of 24 hours) before the meeting.

Article IV: Emergency Meetings

The Executive Committee may call emergency meetings to share urgent information. No business will be conducted or votes taken at an emergency meeting.

Article V: Executive Session

A portion of a regular or special meeting of the Administrative Senate may be designated as an executive session as permitted by the Ohio Open Meetings Act. The following procedure is required to designate a portion of a meeting as an executive session:

1. Meetings must always begin and end in open session.
2. A motion must be made to move into executive session, followed by a second.
3. The specific reason for the executive session must be included in the motion.
4. A roll call vote must be taken, and the motion must be approved by the majority of a quorum of the senators.
5. The motion and vote must be recorded in the meeting minutes.

Administrative Senate meetings are open unless part of the meeting is specifically designated as an executive session.

A simple majority of the currently serving senators will constitute a quorum for the transaction of business. The usual order of business will be as follows but may be amended at the discretion of the Chair or their designee:

1. Call to Order
2. Consideration of the Agenda
3. Approval of the Minutes
4. University Updates/Guests
5. Executive Officers’ Reports
6. Committee Reports
7. Old Business
8. New Business
9. Adjournment

1. The Administrative Senate will consider motions from the floor at regular and special meetings. Any member of the Senate may propose motions.
2. As established by Section 7, Article 1 of these Bylaws, Robert’s Rules of Order (most recent edition) will govern the management of motions except as otherwise stated in these Bylaws.
3. Each senator, elected or appointed, including the Chair, has one vote.
4. Voting will typically be conducted by digital or voice vote using a method that allows for verification that all votes were cast by senators. Any senator may request a roll call vote on any motion on the floor.
5. A simple majority will decide votes on motions, provided a quorum is present and unless otherwise required by these Bylaws.
6. The secretary will keep the results of all votes on motions and include them in the minutes.

Article I: Senators

1. Senators serve two-year terms and assume office on July 1.
2. Each February, the chair of the Elections Committee will ascertain the total number of administrators in each planning unit due for an election and determine if the number of administrators in the planning unit has changed sufficiently to affect the number of senators needed for representation as established by Section 5 of these Bylaws.
3. If the number of senators needed for representation of a planning unit decreases during a senator’s term, the senator will complete their current term before the number of representatives is reduced.
4. In March, the Elections Committee will solicit nominations for terms expiring at the end of June with the goal of completing the annual regular election no later than May 1.
5. The administrators in each planning unit elect the senators for their unit.

Article II: Executive Officers

1. The Administrative Senate will conduct annual elections for its Chair, Vice-Chair, Secretary, and Treasurer. Executive Officers serve a one-year term beginning on July 1.
2. After the annual election for senators is completed, the Elections Committee will solicit nominations for the Executive Officer positions. Senators may nominate themselves, and a senator may be nominated for more than one office.
3. To be eligible to serve as an Executive Officer, senators must:
   1. be a current senator, whether elected or appointed as permitted under Section 11 of these Bylaws, at the time of the election;
   2. have completed at least one full year of service on the Administrative Senate, whether elected or appointed as permitted under Section 11 of these Bylaws, by the date they take office; and
   3. be a senator, whether elected or appointed as permitted under Section 11 of these Bylaws, during their term in office.
4. No individual may be elected to the same office for more than three consecutive terms.
5. Senators serving at the time of the election vote to elect the Executive Officers.
6. Executive Officer elections will take place no later than the June meeting.
7. Elections will occur in the following order: Chair, Vice-Chair, Secretary, Treasurer. If a nominee is elected for an office, their name will be removed from the ballot for any additional offices for which they were nominated.

Article I: Senator

1. In the event of a vacant senator seat after the annual election process but before January 15, the Elections Committee will hold a special election by soliciting nominations and providing the affected planning unit the opportunity to vote. If a seat becomes vacant after January 15, the seat may be filled for the remainder of the fiscal year by special appointment from the planning unit by the Executive Committee.
2. If a senator changes to a position in another planning unit, a special election may be held to fill their seat as described in Article 1A of this section; however, the senator may request a special appointment by the Executive Committee to continue to serve on the Administrative Senate as a senator not representing a specific planning unit. All requests for special appointment under this provision must be submitted in writing to the Chair of the Administrative Senate no later than one month after the senator begins their new position.
3. Individuals named to special appointments are senators and are eligible to vote on matters of the Senate. Terms for special appointments last until the end of the current fiscal year. To continue to serve following the conclusion of the special appointment, the senator may run for a seat in their planning unit during a regular or special election.

Article II: Chair

If the Chair is no longer able to serve, the Vice-Chair will automatically move to the Chair position for the remainder of the current term. If the Vice-Chair is unable to serve as Chair, the Elections Committee will hold a special election by soliciting nominations of qualified senators and providing an opportunity for senators to vote.

Article III: Vice-Chair, Secretary, and Treasurer

If the Vice-Chair, Secretary, or Treasurer is no longer able to serve, the Elections Committee will hold a special election by soliciting nominations of qualified senators and providing an opportunity for senators to vote.

Article I: Attendance at Meetings

1. Senators will represent their planning unit by attending Administrative Senate meetings in person or remotely.
2. If a senator must be absent from a meeting, they must notify the Secretary of their expected absence before the meeting.
3. Senators who must be absent from an Administrative Senate meeting are encouraged to send an alternate representative. Alternate representatives must be chosen from the constituency represented by the senator and identified to the Chair before the meeting begins. An alternate representative so chosen and identified may participate in discussion, initiate motions, and vote on all issues, save those involving amendment of the Constitution or the Bylaws.

Article II: Representation of Constituents

Senators should inform their planning unit constituents of the issues addressed at Administrative Senate meetings and promptly bring constituent concerns to the Senate.

Article I: Chair

1. The Chair of the Administrative Senate shall also serve as the Chair of the Executive Committee.
2. The Chair shall represent the Administrative Senate in capacity as Chair by conveying the expressed interests and concerns of the Administrative Senate on various University committees.
3. The Chair shall be responsible for the preparation and distribution of the agenda for the Administrative Senate meetings.
4. The Chair shall appoint ad-hoc committees and committee chairs as necessary.
5. The Chair will be responsible for preparing and distributing the agenda for the Administrative Senate meetings.
6. The Chair will appoint committee chairs and ad-hoc committees as necessary.
7. The Chair will nominate constituents of the Administrative Senate to serve on University committees requiring a representative from the administrative staff.
8. The Chair will perform or delegate other duties as needed.

Article II: Vice-Chair

1. The Vice-Chair will, in the Chair’s absence, preside over regular, special, emergency, and executive session meetings of the Administrative Senate.
2. The Vice-Chair will serve on University committees and represent the interests and concerns of the Administrative Senate.
3. The Vice-Chair will monitor the meeting attendance of senators and facilitate the execution of the Bylaws related to the removal of delinquent senators as needed.
4. The Vice-Chair will maintain current lists of senators and planning unit constituents and make this information available to the Administrative Senate.
5. The Vice-Chair will coordinate all standing and ad-hoc committees of the Administrative Senate, including recruitment of committee chairs and maintenance of committee membership lists.
6. The Vice-Chair will represent the Executive Committee as a voting member of the Elections Committee.
7. The Vice-Chair will assist the Chair, as requested, in performing other duties as assigned.

Article III: Secretary

1. The Secretary of the Administrative Senate will prepare minutes of regular, special, emergency, and executive session meetings of the Administrative Senate.
2. The Secretary will ensure the distribution of meeting minutes and maintain the Senate archives.
3. The Secretary will document meeting attendance and the results of all votes for inclusion in the minutes.
4. The Secretary will coordinate updates to the Administrative Senate website and other Senate communications to members and constituency groups.
5. The Secretary will serve as the Chair of the Bylaws Committee.
6. The Secretary will assist the Chair, as requested, in performing other duties as assigned.

Article IV: Treasurer

1. The Treasurer of the Administrative Senate, in consultation with the Executive Committee, will create and supervise the operating budget.
2. The Treasurer will submit a financial report to the Administrative Senate at each regular meeting.
3. The Treasurer will review expenditures and, in consultation with the Executive Committee, will be responsible for approving all expenditures of the Administrative Senate funds.
4. The Treasurer will assist the Chair, as requested, in performing other duties as assigned.

Senators absent from three (3) Administrative Senate meetings in a fiscal year without notifying the Secretary of their expected absence before the meeting will be designated by the Executive Committee as delinquent. In this case, the senator will be notified of their delinquent designation by the Vice-Chair, and a vote regarding their removal from office will be taken at a regular meeting of the Senate. A vote of two-thirds of the senators at the meeting will be sufficient to remove the delinquent senator from office, provided a quorum is present.

A call to remove an Executive Officer from their office may be initiated by a physical or digital petition signed by at least half (50%) of all current senators. Such a petition will result in discussion and a vote on the matter at a Regular or Special Meeting. An Executive Officer may be removed with the approval of two-thirds of all currently serving senators, as determined through a vote taken as described in Section 9 of these Bylaws. The Executive Office will be filled using the process described in Section 11 of these Bylaws. Under these circumstances, the person removed from office will retain their seat as a senator unless removed from that position through the process described in Section 14 of these Bylaws.

Article I: Executive Committee

1. The Executive Committee will be composed of the Chair, Vice Chair, Secretary, and Treasurer of the Administrative Senate.
2. The Executive Committee will be authorized to act for the Administrative Senate between Administrative Senate meetings and will discharge those responsibilities and duties vested in the committee by the Bylaws and by the action of the Administrative Senate.
3. The Executive Committee shall act as or designate a liaison between the Administrative Senate and other entities.
4. In cooperation with Administrative Senate, the Executive Committee shall develop a statement of goals and priorities annually.

Article II: Standing Committees

The Standing Committees are supervised by the Vice Chair of the Administrative Senate and the Chair of each committee. Each committee Chair is expected to report to the Administrative Senate regularly on the committee’s activities and make recommendations to the Administrative Senate for approval.

The Standing Committees of the Administrative Senate will be as follows:

1. Bylaws Committee
   1. Charge: The Bylaws Committee will review the Bylaws annually to address the Administrative Senate’s changing needs, eliminate ambiguities, and suggest updates as appropriate.
   2. Membership: The Bylaws Committee will consist of at least three currently serving senators. If the immediate past chair of the Bylaws Committee is not a currently serving senator, they may serve as a non-voting committee member.
   3. Leadership: The Secretary of the Administrative Senate will chair the Bylaws Committee and, with the committee’s assistance as necessary, will be responsible for helping the Administrative Senate interpret the Bylaws and suggesting resolutions to problems.
2. Elections Committee
   1. Charge: The Elections Committee will manage and oversee the annual regular elections, special elections, and elections for the Executive Committee, including recommending the election procedures for approval by the Administrative Senate. The Committee will retain election results for at least seven years from the date they are determined. The Committee will present an updated list of senators to the Secretary of the Administrative Senate by July 1 of each year, along with a list of candidates who were not elected.
   2. Membership: The Executive Committee will annually appoint to the Elections Committee at least three currently serving senators whose senator positions will not be open to voting in the next annual regular election.
   3. Leadership: The Executive Committee will name one of the appointed members to serve as Chair of the Elections Committee. The Committee will select a Co-chair from among its members.
3. Policies and Procedures Committee
   1. Charge: The Policies and Procedures Committee will address the relationship between administrators and the University as an employer. University policies and procedures that impact Ohio University administrators may be within the scope of review by the Administrative Senate. The Committee will review, solicit feedback from administrators, and provide comments on proposed policies (new or amended) when requested, as described in University Policy 01.001: Preparation of Policies. Further, the Committee will study policies and procedures that impact administrators and recommend Administrative Senate action.
   2. Membership: Any administrator may serve on the Policies and Procedures Committee.
   3. Leadership: Two Administrative Senators will co-chair the Policies and Procedures Committee.
4. Employee Engagement Committee
   1. Charge: The Employee Engagement Committee will collaborate with administrators, university partners, and the Ohio Staff Council of Higher Education (OSCHE) to promote personal, professional, and social connections and advocate for best practices, policies, and procedures related to the well-being, retention, and engagement of administrators.
   2. Membership: Any administrator may serve on the Employee Engagement Committee.
   3. Leadership: An Administrative Senator will chair the Employee Engagement Committee, which will select a Co-chair from among its members.
5. OUtstanding Administrator Committee
   1. Charge: The OUtstanding Administrator Committee will manage and oversee the annual OUtstanding Administrator Awards process. Committee members will solicit nominations for the award, review applications, interview references, and recommend up to three award recipients to the University President.
   2. Membership: Membership of OUtstanding Administrator Committee will consist of a representative from each University Senate (Faculty, Graduate, and Undergraduate) and at least five administrators. The Committee will recruit administrative members with the goal of representation from each planning unit. If possible, the immediate past chair of the Committee will continue to serve as a member.
   3. Leadership: Two Administrative Senators will co-chair the Committee. The Committee Co-chairs or their designee(s) will work with representatives of the Service Awards Committee to plan the annual Outstanding Administrator/Service Awards Ceremony.
6. Service Awards Committee
   1. Charge: The Service Awards Committee will manage and oversee the annual recognition of retirees and administrators’ service milestones, beginning at ten years and every five years thereafter. Committee members will review and verify administrators’ service records and secure appropriate mementos to recognize their achievements.
   2. Membership: Any administrator may serve on the Service Awards Committee.
   3. Leadership: An Administrative Senator will chair the Service Awards Committee, which will select a Co-chair from among its members. The committee Co-chairs or their designee(s) will work with representatives of the Outstanding Administrator Committee to plan the annual Outstanding Administrator/Service Awards Ceremony.

Article III: Ad Hoc Committees

Ad Hoc Committees may be established at any time by the Chair of the Administrative Senate. Ad Hoc Committees will be disbanded once their charges have been accomplished satisfactorily or their reasons for functioning cease to exist. When an Ad Hoc Committee has functioned for at least two full consecutive years, the Chair of the Administrative Senate may request that it be added to the Bylaws as a Standing Committee. The request will be treated as an amendment to the Bylaws and voted upon as described in Section 17.

Article IV: University Committees

The Chair of the Administrative Senate will identify interested administrators and submit nominations for administrators to serve on the University committees requiring a representative from the administrative staff. Any administrator, including but not exclusive to senators, may be nominated to serve on a University Committee.

Article 1: Suspension of the Bylaws

The Bylaws may be suspended with the approval of the majority of all currently serving senators, as determined through a vote taken as described in Section 9 of these Bylaws.

Article 2: Amendment of the Bylaws

The Bylaws may be amended by a two-thirds vote of the senators at any regular or special meeting of the Administrative Senate, provided there is a quorum as defined in Section 8 of these bylaws. Written notice of the proposed amendment must be presented to the Administrative Senate at least one meeting before the meeting at which the motion will be considered.