Constitution and Bylaws of the FDU PAS
The body hereinafter described shall be known as the PROFESSIONAL ADMINISTRATIVE SENATE of Fairleigh Dickinson University and referred to as the P.A.S.
The P.A.S. shall exist for the purpose of representing the professional and administrative personnel of Fairleigh Dickinson University. The Senate shall have the functions of:
- Providing a forum for the development of professional and administrative programs and services;
- Providing a means for the articulation of specific professional interests and needs within the University;
Membership in the P.A.S. shall be open to all full-time exempt employees and administrative personnel who work a normal workweek of 35 hrs. for nine, ten, eleven, or twelve months during the year and are not eligible to participate in any bargaining unit recognized by the University. Individuals who hold tenure or faculty status or have the ability to negotiate their own contracts are ineligible for P.A.S. membership.
Section 1: Executive Council
4:1.1 The regular business of the P.A.S. shall be conducted by an Executive Council of twelve members:
- Officers (3): President; Vice President; and Secretary-Treasurer, each to be elected at large for a two-year term;
- Senators-at Large Representatives (6): three elected from the College at Florham, three elected from the Metropolitan campus; each for a two-year term.
- Campus Speakers (2): one to be elected from each New Jersey campus -- Florham and Metro -- for a two-year term.
- Past President: ex officio's role is to advise Executive Committee. Non-elected and non-voting position.
4:1.2 The Executive Council shall meet at least eight times per calendar year to conduct regular business.
4:1.3 The Executive Council shall be responsible for convening four general membership business meetings during the calendar year.
4:1.4 Special meetings of the Executive Council shall be convened by the P.A.S. president or by one third of the council membership. Special meetings shall be announced forty-eight hours in advance to Executive Council members.
4:1.5 All meetings shall be conducted according to the most recent edition of Robert’s Rules of Order. Five Executive Council members shall constitute a quorum.
Section 2: The Executive Council shall:
4:2.1 Be the official channel through which the Administration addresses the P.A.S. general membership and through which the P.A.S. membership addresses its concerns to the Administration;
4:2.2 Insure proper P.A.S. representation on all appropriate University-wide committees and organizations;
4:2.3 Certify all elections;
4:2.4 Inform the general membership of the Executive Council’s activities and the activities of P.A.S. in general;
4:2.5 Present to the general membership all recommendations requiring ratification;
4:2.6 Address issues presented by the general membership and by Senate committees and take appropriate action to see that the recommendations and resolutions of the Senate are carried out;
4:2.7 Establish such committees as are needed for the performance of Executive Council functions and to appoint members to such committees;
4:2.8 Solicit and appoint a candidate from among the P.A.S. as a special representative to work with various offices and any committees there are and to report the work involved with these offices or committees to the Executive Council.
Section 3: Duties and Responsibilities of Officers
The President of the P.A.S. shall:
- Convene and preside at all meetings of the Executive Council and of the general membership;
- Transmit all recommendations and concerns to the President of the University in writing;
- Serve as ex-officio member on all P.A.S. committees except the Elections Committee;
- Represent the P.A.S. at the Board of Trustees meetings, and at all University functions.
The Vice-President of the P.A.S. shall:
- Preside at all meetings in the absence of the President;
- Assume the responsibilities of the President shall that office become vacant. If the President vacates office during the first year of the 2-year term, the VP would hold the office until the end of that first year and a special election would be held. If vacated during the second year of the 2-year term, the VP would hold office until the next general election;
- Perform such other duties as are delegated by the Executive Council;
- Coordinate and oversee the work of all P.A.S. committees;
- Act as the parliamentarian at all Executive council and General membership meetings;
- Be the official interpreter of the P.A.S. constitution and bylaws.
The Secretary-Treasurer shall:
- Keep a full record of all proceedings and communication of the P.A.S.;
- Maintain current rosters of all members within the University community who are eligible for membership in the P.A.S.;
- Disseminate proceedings and communications to the P.A.S. membership and to appropriate University officials as designated by the Executive Council;
- Keep a record of the receipts and the disbursements of all monies;
- Render periodic reports at the request of the Executive Council;
- Produce and distribute an annual report of the activities of the P.A.S. for distribution to the University community;
- Publicize the dates of Executive Council meetings and of general membership meetings as directed by the Executive Council.
The Campus Speaker shall:
- Serve as members on the Executive Council;
- Act as liaisons between their campus general membership and the Executive Council;
- Act as spokesperson for their respective campus at general meetings and other University functions;
- Make room reservations and order refreshments for general and special meetings; send notification out to all members for such events.
The Senators-at-Large shall:
- Serve as members on the Executive Council;
- Act as liaisons between their represented campus and the Executive Council;
- Serve as a representative or chairperson of one P.A.S. standing committee. Chairpersons will be appointed annually.
Section 4: Attendance
- Any member of the Executive Council who fails to attend two consecutive regular meetings of the Council without being excused shall be considered to have forfeited his/her term of office.
- Any member of the Executive Council, who missed a meeting, must put into writing (or email) to the P.A.S. Secretary/Treasurer, the reason for his/her absence. The P.A.S. Secretary/Treasurer may excuse an unavoidable absence due to a reasonable cause.
- All general members should be encouraged to attend all general and special meetings regardless or irrespective of campus to benefit from and contribute to the work of the Executive Council.
Section 5: Resignations and Vacancies
- If a vacancy occurs on the Executive Council, other than the President or Vice President, The Executive Council shall advise the general membership of the vacancy.
- The Executive Council will accept nominations from the general membership and Executive Council and self-nominations from the general membership. The Executive Council will then vote on the positions from the nominations received;
- Anyone other than the VP filling a vacancy will hold that position until the next general election.
- If the President of P.A.S. resigns at anytime, the Vice-President will assume the duties of the President until the end of the first year of the two-year term if vacated during the first year and then a special election will be held. If vacated during the second year of the two-year term the VP will hold the office until the next general election. If the Vice-President does not accept the position, the Executive Council will advertise the position to the general membership and conduct a special election for the position.
- If the Vice-President of P.A.S. resigns at any time, the President of P.A.S. has the authority to appoint an interim Vice-President approved by the Executive Council. The term of the appointed Vice-President will end by the next general election, in order to maintain consistency within the executive council.
1. The Standing Committees of the P.A.S. shall be:
The Elections Committee
The Elections Committee shall:
- Solicit nominations for all elected positions from the appropriate constituencies;
- Certify eligibility to participate in elections and in other voting procedures;
- Set up slates for elections;
- Conduct elections;
- Notify the general membership and the University community of election results.
The Policy Review and Development Committee
The Policy Review and Development Committee shall:
- Have the responsibility to review, revise, recommend and advise on all University policy matters pertaining to the P.A.S. general membership;
- Have the authority to establish ad hoc subcommittees to investigate such matters as are deemed necessary by the Executive Council;
The Program Committee
The Program Committee shall:
- Develop a process/agenda for all general membership meetings;
- Develop a program to maximize membership and participation in the P.A.S.;
- Request and receive suggestions for issues/concerns to be addressed and for programs to be conducted at general membership meetings.
The Resolution of Differences Committee
The Resolution of Differences Committee shall:
- Establish formal procedures with the appropriate University officials for the resolution of differences in such areas as employment and performance evaluation;
- Oversee and evaluate established resolution of differences procedures on an on-going basis;
- Resolve all questions on eligibility for membership in the P.A.S.
2. A member of the Executive Council shall chair each standing committee. Membership shall consist of no less than four members drawn from the general membership and appointed annually by the Chairperson of the respective standing committee.
3. The Standing committees shall report directly to the Executive Council.
- General elections for all positions shall be held during odd number years. (2001, 2003, etc.)
- All eligible positions shall be advertised to the general membership at least two months before the general election.
To run for President, Vice-President, or Secretary-Treasurer, the candidate must meet the following qualifications:
- Must be a full-time employee at the institution for at least two years.
- Must have served at least one previous or current term on the P.A.S. in some capacity. (ie. former Representative or Senator-at-Large) .
- Must make a two-year commitment to the office.
- The Elections Committee will be responsible for all aspects of the general election.
- The Elections Committee will send a general ballot to all full-time members.
- The candidates receiving the most votes in each category will be declared the winner for that office. In case of a tie for any position, a runoff election will be held within two weeks.
- The term of office for all Executive Council offices shall commence on August 30 in the odd year, following the general elections in May/June.
- The term of office for all positions shall last for two years.
- There is no limit on the number of terms that can be served by any member of the PAS Executive Committee.
- In the event that during any given term of office, an Executive Council member changes campus (except Campus Speaker or Senator-at-Large) the Executive Council has the authority to reassign duties or assignments for the employee affected.
- If a Campus Representative or Senator-at-Large changes campus, the officer must resign their respective office. Replacement procedures apply from Article IV, Section 5.
- All proposed amendments must be approved by a majority of the Executive Council and presented in writing for consideration to the general membership in advance of a special or general meeting.
- A proposed amendment will be discussed at a special or general meeting to be held two weeks after the written distribution of the proposal.
- Ballots will be distributed to all eligible P.A.S. voting members. Approval will be determined by an affirmative vote of two thirds of the responses.
- Amendments become effective upon their ratification.
This Consitution will become effective after being approved by 2/3 of the general membership.