Bylaws
Last Revised: 11 Feb 2013
(Recent changes are shown in red type)

 

I. MISSION - The mission of the Staff Development Committee is to enrich university staff by fairly and equitably administering Staff Development Grants.

II.OBJECTIVES

The President's Council allocates funds each year for the express purpose of promoting the development of individual WSU staff members. The Staff Development Committee is responsible for awarding and administering these funds. Proposals are evaluated based on how well they provide opportunities for professional growth and development. Proposals are encouraged which provide staff with opportunities that will enhance both the individual growth, and the ability to contribute to the University. Committees or other organized campus groups are not eligible for this funding.

 III. GUIDELINES

 

Guidelines are the rules and procedures that the Staff Development Committee uses in carrying out the objectives of the committee.  Amendments or revisions to the Guidelines will be made by a 2/3 vote of the committee.  Amendments or revisions to the Guidelines will go into effect during the next award cycle.

IV. SELECTION OF COMMITTEE & OFFICERS

A. Membership

 

All University Divisions will be proportionately represented in the membership of the Staff Development Committee.

The percentage represented will be reviewed periodically by the chair of the Staff Development committee. Committee representation is based on one percent of the salaried staff members in each of the university divisions. To keep committee experience as high as possible, 1/3 of the committee members will be appointed each year to replace outgoing members.  Newly appointed members will serve 3 year terms.  The committee consists of a chair, chair-elect, secretary, permanent financial officer, and other members representing each university division as well as the Diversity Office.

1.Successors to normal exiting members shall be nominated and approved by the  appropriate University Division at a ratio of 50% classified staff to 50% professional staff (see flowchart).

 

2. Replacements for members leaving before their term has been completed will serve  the remaining term of that member in order to maintain the staggered terms.  

B. Governing Body

The governing body is elected by the Staff Development Committee, and consists of a Chair, a Chair-Elect, a Secretary, a Public Relations Officer, a Web Master and a Permanent Financial Officer.

  1. The Chair, having served as Chair-elect during his/her second year, will assume the responsibilities of the chair during his/her third year.
  2. The Chair-elect is nominated by the committee, and approved by majority vote. The chair-elect, having previously served one year, will serve his/her third year as chair.
  3. The Secretary is nominated by the committee, and approved by majority vote, or can be appointed by the current chairperson. The Secretary may serve in this capacity during any or all of his/her three-year term, but must be approved or appointed each year.
  4. The Permanent Financial Officer is a non-voting, advisor position filled by an appointed member of the Human Resources department.
  5. The Past Chair, having served as Chair during his/her third year, will serve in an advisory capacity.  They will not vote on proposals and are not required to attend meetings.
  6. The Web Master is nominated by the committee, and approved by a majority or can be appointed by the current chairperson.
  7. The Public Relations Officer is nominated by the committee, and approved by a majority or can be appointed by the current chairperson.  

V. DUTIES

A. Committee members:

 

  1. Attend all committee meetings and training. Committee members must attend 75% of the staff development grant voting meetings. First year members are required to attend the summer retreat for training. 
  2. Review all proposals submitted to the committee. Scores MUST be submitted by the date and time designated by the chair.
  3. Serve on subcommittees as assigned by the chair.
  4. Maintain confidentiality in regards to all committee business.
  5. Gain a better understanding of the university's accounting and travel policies related to administering Staff Development funds.
  6. Assist in the training of new members.
  7. Notify the chair in a reasonable amount of time if unable to attend a quarterly meeting.
  8. Encourages interested classified/professional, exempt/nonexempt staff to submit their requests, using the guidelines on the grant application.

B. Officers:

    1.   Chair:

    1. Insures that the committee adheres to all guidelines.
    2. Monitors the committee's budget.
    3. Responsible for signing off on all financial documentation.
    4. Prepares agenda, with advice from the committee, and facilitates all committee meetings.
    5. Creates subcommittees and appoints members to serve as needed.
    6. Collects "Individual Evaluation Tables" and prepares the "Master Evaluation Table" for all proposals.
    7. Oversees mandatory "Accountability Training" for award recipients.
    8. Directs the promotion of Staff Development in an effort to increase the number and quality of proposals submitted. Provides an opportunity for interested staff to receive "Proposal Writing Training."
    9. Provides the list of award recipients to HR office.
    10. Prepares and signs letters of notification of award or denial and sends to all those who submit a proposal. Letters may be sent electronically from the chair persons workplace email account.
    11. Maintains records.
    12. Reports to President's Council at conclusion of fiscal year.

   2.   Chair-elect:

    1. Assumes the necessary responsibilities of the chairperson in the chair's absence.
    2. Provides committee members with names of individuals on the "Prior Three Year Awards Lists."
    3. Assumes responsibilities as delegated by Chair.

    3.   Secretary:

    1. Records minutes of all meetings and forwards pertinent information to committee members.

    4.   Permanent Financial Officer:

    1. Notifies recipients of deadline dates for expenditure of funds.
    2. Keeps track of the expenditures for individual recipients.
    3. Monitors balance of available funds. Rounding of total award is appreciated.
    4. Informs Staff Development Committee of all financial concerns.
    5. Maintains record of completed Accounting and Evaluation Reports  and Summary Reports. 
    6. Reminds recipients to complete reports.
    7. Provides the mandatory accountability training sessions for awardees.

C.   Subcommittees:

1.   Retreat Subcommittee

    a. Plans, budgets and executes the Staff Development Committee Retreat at the end of the year served.  (See Procedures for Yearly Retreat for Committee.)

2.   Luncheon Subcommittee

a. Plans, budgets and executes each Staff Development luncheon meeting held for application reviews and award distribution. This meeting budget should not be more than $10 per committee member and must be held in a setting contributing to the confidential nature of the proceedings.

 

D.  Other Duties: (the following duties can be performed by volunteers from the membership of the committee)

1.Public Relations Officer

a. The PR officer is responsible for advertising and promotions for Staff Development award paper application deadlines via campus bulletins, flyer, broadcast messages, etc.

2. Web Master

            a. Responsible to update Staff Development website information.

            b. Provide suggestions for areas of improvement and verbiage clarification

3. Researcher
            a.  Checks facts and details of applications to ensure accuracy of information.

VI. PROCEDURES

A. The committee:

  1. Meets quarterly as designated by the Chair, or more as needed, at a place, day and time determined by the Chair.
  2. Awards and administers available funds based on committee ranking and approval.
  3. Calls for proposals four times each year: 1 August, 1 October, 1 January, 1 March.
  4. Notifies award recipients within two to five business days of committee deliberations.

B. Proposal Eligibility Guidelines

  1. Proposals must be received by the Chair by 4:30 p.m. on: 1 September, 1 November, 1 February, 1 April (unless the date has been extended by the committee Chair).  
  2. Proposals must be complete (Application Forms) and include specific dates, detailed budget, destinations, handouts/brochures, and the applicant and supervisors signature. Applicants must propose to complete travel and submit final paperwork within 6 months from quarterly application deadline.
  3. Proposals that indicate funding support from other sources and a letter of support from the supervisor will be given preference.
  4. The committee may award "one time" monies to help a worthy project get started, but will not fund ongoing projects. Ongoing projects include certification programs with multiple classes.
  5. Funds are not available to replace normal departmental expenses.
  6. Due to limited funding the committee will not fund wages, benefits, production costs, equipment purchases (ie. computers or printers), higher education expenses which includes tuition, fees or textbooks, or faculty-related responsibilities. If the awardee plans to get continuing education credits from the training, they are not eligible for funding because it is considered tuition.
  7. Priority will be given to individuals that have not been funded in the past three years.
  8. Individuals who receive an award are required, upon completion of the project, to submit a final Accounting and Evaluation Report. The report must include an accounting of expenditures and evaluation of the total project and meet the following:

a. This report is due to the Chair within one month of the project completion date.
b. The report will be filed by the Chair and be part of a report forwarded to the President's Council at the end of the fiscal year.
c. The individual will be ineligible for further funding until this final report has been submitted to the Chair.

    9.    Executives may apply for funds to provide staff development training for employee(s) in   their department.
  
C. Procedure for evaluating and awarding proposals

  1. Prior to the first meeting following a call for proposals, each committee member will receive copies of all proposals, an Individual Evaluation Table to score and rank proposals, and a Prior Three Year Awards List.
  2. The chair will collect the individual evaluation tables from committee members and prepare a Master Evaluation Table. This table will display all the scores and rankings for all proposals by all committee members.
  3. The committee will ensure applicants' travel and paperwork can be finalized within 6 months from quarterly application deadline.
  4. The committee will make funding decisions by two thirds majority vote based on the master evaluation table, funds available and after discussion of all committee members.
  5. The committee will make every reasonable effort to ensure that all proposals receive equal opportunity for consideration.

D. Committee Member Eligibility Requirements

  1. Committee members are not eligible to submit proposals during their term.
  2. If a committee member is perceived as having a conflict of interest with a proposal, that member will be excused from all involvement in the evaluation process for that proposal.
  3. Committee members must attend 75% of the staff development grant voting meetings. First year members are required to attend the summer retreat for training.
  4. If committee members are unable to attend a second meeting, the committee member must notify their committee chair so a new committee member can be nominated and be in place before the voting meeting.

E. Procedures for Notification of Awards

  1. Individuals awarded funding will be notified by the Chair via e-mail or Campus Mail. The letter will include the date of the award, notification of mandatory Accountability Training, and the due date of the final Accounting and Evaluation Report.
  2. Individuals not awarded funding will be notified by the Chair via e-mail or Campus Mail. The committee may choose to address the reason(s) for denying funding in general, or specifically, as the situation warrants.
  3. Form letters are available for use at the discretion of the committee Chair.
  4. Individuals who have their proposal awarded are required to attend an Accountability Training session before they are eligible to receive funding.  Failure to attend training will invalidate the award.

F.  Procedures for Yearly Retreat for Committee

  1. This social activity should not be budgeted at more than 1.5% of the total Staff Development funds awarded for the year.
  2. The time frame for the retreat should not exceed a half-day of work
  3. Gifts for the departing members and President need to be included in the total budget costs.
  1. Outgoing member gifts not to exceed $10 per person.
  2. Outgoing chair gift should not exceed $25.
  3. The activity should take place in the Ogden area (traveling eats up costs and time away from work).

 VII. Application Guidelines

A CAUTIONARY NOTE: Staff Development does not fund requests for computer hardware because of the availability of other resources.  For specific sources of funding for computer hardware, contact your department chair.  Due to limited funding the committee will not fund wages, benefits, production costs, equipment purchases, higher education expenses which includes tuition, fees or textbooks, or faculty-related responsibilities

  1. After you complete the application, provide 17 copies of the project request to the committee Chair.
  2. Backup documentation must be provided for all requested expenses. A hard copy of costs/estimates should be attached with each application packet. Backup documentation should include: conference agenda and registration price, air fare, lodging, ground transportation, any misc items, etc. Feel free to print web pages that contain this information and attach to the application packet.(See Application Form)
  3. Ongoing projects will not be funded. The committee can provide one-time "seed" money to help a project get started.  Due to limited funding, the committee will not fund wages, benefits, production costs, equipment purchases, higher education expenses which includes tuition, fees or textbooks, or faculty-related responsibilities.
  4. Grant applications must be complete including the Project Budget Worksheet. Applicants must propose to complete travel and submit final paperwork within 6 months from the quarterly application deadline.
  5. Funding support from a department or other sources are encouraged and should be included on the Project Budget Worksheet. Proposals without support must include an explanation for lack of funding.
  6. Applications will be reviewed individually on their own merit. The committee can fund more than one request from the same department, however, they should be presented individually. Priority will be given to those applications not funded within the past 3 years.
  7. Awardees will be notified of amount awarded via Email or Campus Mail within two business days of the committee meeting. Be aware that the Staff Development Committee will not consider any increase in funding for cost overages. You or your department must absorb any costs in excess of the amount appropriated by the committee.
  8. Awardees or their designated representative must attend a training meeting prior to travel or attendance of the proposed event or the grant will not be awarded.
  9. Upon completion of the project the applicant must submit an Accounting and Evaluation Report Report Form provided them by the Human Resources contact prior to their event. This must include actual expenditures for the project. The evaluation is due one month after project completion. If applicant fails to submit an evaluation, applicant will be ineligible for future Staff Development Grants.
  10. Individuals are not eligible to be funded for Staff Development grants until they have completed 6 months employment at the University.

 


Weber State UniversityOgden, Utah 84408

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