Amended April 14, 2026

 

ARTICLE I. PURPOSE

The purpose of the Staff Advisory Council (SAC) is to support the goals and mission of the University and to provide representation of the staff employees as individuals and as a whole to the University administration, the Board of Trustees, and the University community.

SAC shall seek input from and serve as an advocate on behalf of all staff employees in areas including but not limited to; compensation, benefits, work conditions, policies and procedures, professional and educational opportunities, job security, discrimination, harassment, and other matters related to the well-being of staff employees.

ARTICLE II. ORGANIZATION

SAC shall be directed by the Executive Board made up of a chair, vice chair and recorder elected by majority vote. Membership shall consist of elected members from identified divisions of the University, plus a non-voting Vice President from President’s Council and a non-voting liaison from Human Resources. Staff Advisory Council shall establish standing committees, ad hoc committees, and SAC member assignments to other campus groups as it deems necessary.

ARTICLE III. COUNCIL MEMBERSHIP

Section 1. Membership Criteria

Elected officials of SAC shall include those university employees who hold salaried, non-faculty positions at .75 FTE or greater per fiscal year.

Section 2. Appointment

The elected member size of the Staff Advisory Council shall be evaluated each year by the Executive Board (the Board). The factors to be considered are the level representation of staff and maintaining an expected time commitment from representatives that is reasonable to allow for any represented position to serve on the Council. The Board may recommend a change in size for the upcoming year.

The Apportionment and Elections Committee shall identify divisions of the University and request the current number of non-exempt and exempt staff per division from Human Resources annually. The Apportionment and Elections Committee shall then determine a representational ratio of Staff Advisory Council representatives per division for non-exempt and exempt staff. The minimum number of representatives per division of the university shall be one (1) exempt and one (1) non-exempt. Any staff member who does not report to a division of the university (e.g., The Office of the President) shall be grouped with the smallest division. If the Board has recommended a change in the size of the Staff Advisory Council, an apportionment using the new size as well as a second proposal for the existing size shall be prepared.

At the first regular Staff Advisory Council meeting of the calendar year, the Apportionment and Elections Committee shall report on their apportionment recommendations. The Staff Advisory Council shall bring to a vote the apportionment recommendations. The Staff Advisory Council Board will then request to present the results of apportionment to President's Council and to request approval pursuant to PPM 3-38b IV B.

Section 3. Term of Office

Members of the council shall be elected for staggered three-year terms to provide for continuity. The term of office for all members shall begin July 1 and end June 30 of each fiscal year.

Members can serve a maximum of two (2) consecutive terms but must still go through the normal nomination and election process to be selected for their second term. Once a member’s term of service has ended, they will not be eligible for reelection until after at least one (1) year off the council at which time the member could serve for a new term, with a maximum of another two (2) consecutive terms.

The council shall elect a vice chair and, if necessary, a chair at the first meeting of each fiscal year. 

In the event SAC members are involved in a hearing that continues past the term of service, SAC members could continue to function as the SAC representative through the conclusion of the process.

If a SAC member has a change in employment within the University that no longer qualifies them to serve in the area or classification of position for which they were elected, refer to Section 7. Vacancies.

Subsection A. Officers

The chair, vice chair, and recorder shall be elected to serve a one-year term (July 1 – June 30). A new vice chair and recorder are elected from members of SAC for the next term. Council members bring forward nominee(s) for the vice chair and recorder during the May meeting, followed by a formal vote conducted by the council. At the conclusion of an expired term, the vice chair automatically succeeds to the position of chair. The outgoing chair shall serve an additional year as a non-voting past chair and is not eligible for re-election until the following year.

Subsection B. Removal for Cause

Any member or officer may be removed for cause (i.e. showing gross neglect of duty) by a majority vote of the quorum. In the event of such removal from office, vacancies shall be filled as outlined in Section 7. Vacancies.

Section 4. Election of Members to SAC

SAC shall facilitate a nomination and election procedure each year. Elections are open to all eligible salaried, non-faculty employees whose employment is at least .75 FTE per fiscal year. The Apportionment and Elections Committee will facilitate and oversee the election process as outlined below.

The call for nominations shall go out no later than the first Monday in March and will close no later than March 15.

Nominees shall be contacted between March 15 and March 31. Nominees must confirm willingness and availability to serve in the position for a full three-year term if they are elected. Supervisors of nominees will be contacted to confirm eligibility.

An official ballot will be distributed by the first Monday in April. All votes received on or before the specified due date shall be counted. In the event no candidate receives a majority, the SAC chair and the Apportionment and Elections Committee chair shall employ a means of chance to select a winner. The results will be announced through appropriate publicity channels by April 30.

SAC will have the responsibility to fill vacant seats as members transfer or terminate. Refer to Section 7. Vacancies.
 

Section 5. Responsibilities of Members

Each SAC member shall attend meetings and shall vote on matters of business transacted by SAC. In addition, council members shall disseminate pertinent information from SAC to staff employees within their division and shall receive and report to SAC suggestions offered and issues raised by their constituents. Each council member must serve on at least one (1) committee and contribute to fulling the responsibilities of the committee.

Section 6. Duties of Officers

Chair. The principal duties of the chair shall be to preside at all meetings of the council and to supervise, direct, and promote the goals and objectives as set forth by the council. The chair shall make a report to the WSU Board of Trustees prior to their regular meetings and attend Board of Trustees meetings in a guest capacity. The chair will also serve as a liaison to the Faculty Senate. When the vice chair assumes the duties of chair position, they move from representing their division to a position representing all staff, not affiliated with a single division. If this creates a vacancy for the division, refer to Section 7. Vacancies.

Vice Chair. The principal duties of the vice chair shall be to discharge the duties of the chair in the event of the absence of the chair and to accept and discharge such special assignments as may be made by the chair. The vice chair assumes the duties of the chair after one (1) year.

Recorder. The principal duties of the recorder shall be to keep a true and accurate record of the proceedings of all meetings of the council and to systematically and safely keep such books, papers, records, and documents pertaining to the business of the council.

Treasurer. The principal duty of the treasurer is to systematically monitor and reconcile the SAC budget. The treasurer can review and make recommendations for expenditures.

As needed, the role of treasurer and recorder can be assumed by a single individual.
 

Section 7. Vacancies

Should the chair leave office during the term, the vice chair shall become acting chair, assuming the duties as stated in Section 6. Should the vice chair be unable to assume the duties of chair, a member of SAC shall be appointed to the position of chair by a majority vote of the council, for the remainder of the term.

Should the vice chair or recorder positions be vacated, a member of SAC shall be appointed to each position by a majority vote of the council to fill the position for the remainder of the term.

When a seat is prematurely vacated within a division, ballots from the previous election (within the same division) will be examined. The nominee(s) receiving the next highest votes in said election shall be invited to fill the vacated seat(s). In the event the nominee(s) receiving the next highest votes results in a tie, the names of the nominees will be presented to SAC members to be voted upon. The nominee receiving the highest votes will be invited to fill the vacated seat(s). If it is determined that no person on the ballot can serve, a representative from the vacated division will be appointed by the VP over that division. The newly elected member will complete the vacated term.

In the event both the chair and the acting chair leave office during the same term a special election of SAC must be held and completed within 30 days of such occurrence. The term of office of any person(s) elected in a special election will begin the day following the close of that election. Exceptions to Section 7 may be made, based on a majority vote of the council and in consultation with the President’s Council liaison.

Section 8. Absences

In the event a council member cannot attend a SAC meeting, an informed proxy should be designated to attend. The proxy member must be in the same division and of the same employment classification as the council member they will be representing. The proxy shall exercise full rights of the council member on any issue brought before SAC at the meeting. Their name must be communicated to the SAC chair prior to the meeting.

Any member of the council who fails to designate a proxy and incurs three (3) unexcused absences from SAC meetings in any one (1) year of office as recorded in the minutes of such meetings or after showing signs of gross neglect of duty as determined by the majority of council members, may be removed from office by a two-thirds majority vote of the entire council. In the event of such removal from office, vacancies will be filled via the special election procedure outlined in Section 7. Vacancies.

Members may participate in person or virtually

ARTICLE IV. MEETINGS

SAC shall meet monthly during the academic year. Two-thirds of SAC members must be present to constitute a quorum for the transaction of business.

All meetings (except those mandated as private by GRAMA [Government Records and Access Management Act]) shall be open to any WSU employee. SAC will set and follow rules of order agreed upon by the council.

All members of SAC (or designated representatives) shall have one (1) vote each, except the past chair. In the event of a tie, the past chair may vote.

ARTICLE V. COMMITTEES

SAC shall establish standing committees to efficiently and sustainably promote and manage the initiatives of the council.

Section 1. Committee formation

Prior to the May SAC meeting, new committee chairs are selected for the following year from the current committee membership. Committee overviews are given during the May SAC meeting. After this meeting, the SAC vice chair provides a means for current council members to declare their intent to continue on their current committees for the following year or submit their preference to join different committees. New council members will also be provided the opportunity to submit their preferences for committee membership for the following year. Membership for the committees is assigned by the SAC vice chair no later than July 1. In the event a committee does not have any members carry forward, former committee members may be asked to advise new committee members on past committee activities and initiatives.

Vacancies will be filled as they occur. Ad hoc committees may be established as deemed necessary.

Section 2. Committee Chair Responsibilities

The chair is responsible for scheduling committee meetings and reporting out to SAC on behalf of the committee.

Section 3. Committee Meetings

Each committee should meet regularly at the discretion of the chair, but no less than once a semester. Ad hoc committees will meet as needed.

Section 4. Standing Committees

Subsection A. Apportionment and Elections
The Apportionment and Elections Committee oversees apportionment (Article III.2) and is responsible for facilitating the SAC nomination and election process each year (Article III.4). The committee is chaired by the SAC vice chair. The committee should have no fewer than three (3) members.

Subsection B. Bylaws
The Bylaws Committee is responsible for the periodic review and maintenance of SAC’s governing documents to ensure clarity and consistency. They identify and propose amendments or structural revisions as necessary to remain aligned with the evolving needs and organizational framework of SAC. The committee should have no fewer than three (3) members.

Subsection C. Communications
The Communication Committee is responsible for managing SAC’s digital presence, including updating and maintaining the SAC website to ensure it remains a reliable resource for staff members. They facilitate two-way communication by publicizing channels where staff can voice concerns or submit ideas for review. The committee promotes transparency by maintaining accessible records of meeting and council initiatives and thereby supports the goal of representing all exempt and non-exempt staff across the university’s various divisions. The committee should have no fewer than three (3) members.

Subsection D. Data and Retention
The Data and Retention Committee reviews staff surveys and other relevant organizational data to identify trends impacting staff. They develop recommendations and strategies aimed at enhancing employee retention in consultation with Human Resources as needed. The committee should have no fewer than three (3) members.

Subsection E. Policy
The Policy Committee oversees the review of policies moving through the University approval process, particularly those that have implications for staff. They may also identify and initiate policy updates or changes based on SAC initiatives and staff feedback. The committee works closely with the University Legal Office for policy-related questions or concerns. The committee should have no fewer than three (3) members.

Subsection F. Recognition
The Recognition Committee oversees SAC staff recognition initiatives. They maintain criteria that are fair and accessible; solicit and review nominations for recognition in accordance with established guidelines; select recipients using documented, unbiased procedures; coordinate recognition activities, awards, and communications; and evaluate recognition programs periodically and recommend improvements. The committee should have no fewer than five (5) members.

Subsection G. Staff Feedback and Support
The Staff Feedback and Support Committee is tasked with addressing staff recommendations and suggestions for improvement. They also review staff issues, opportunities, and concerns and bring them before the appropriate parties to be addressed. The committee should have no fewer than three (3) members.

Subsection H. Social and Engagement
The Social and Engagement Committee is responsible for organizing the Staff Advisory Council’s annual social event, held at the close of the fiscal year (May/June). The primary objectives of this gathering are to recognize the service of outgoing representatives, welcome incoming members, and foster council cohesion and morale. The committee should have no fewer than two (2) members.

Section 5. SAC Representation on University Committees

SAC officers and members may be asked to serve on university committees to represent the voice of all campus staff employees.

ARTICLE V. RULES AND AMENDMENTS

The bylaws shall govern SAC and shall be consistent with University policies and procedures. The bylaws may be changed or amended by a majority vote of the quorum.