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Guidelines to the Code of the KU Libraries Support Staff


I. Duties of Group Representatives
A. Regularly attend all Executive Board (KULSS-Exec) and general KULSS meetings.

1. If a representative is unable to attend a meeting, s/he should ask another individual
from that group to attend.
2. Provide a brief oral report regarding activities within constituent department(s).

B. Know who their constituents are and where they work. Provide new Support Staff employees with
information about KULSS, including a bookmark with the KULSS website address.

C. Communicate with and inform their constituents of KULSS activities and concerns
and solicit input.

1. Report, either orally or in written form, to constituents after each Executive Board
and general KULSS meeting.
2. Informally poll constituents on issues.

D. Encourage constituent participation in library governance.

1. Attendance at general KULSS meetings and KULSS-Exec meetings.
2. Volunteering to run for office and elective committee positions.
3. Volunteering to be considered for appointive committee positions.

II. Duties of officers

A. Chairperson

1. Acts as official representative of KULSS.
2. Presides at KULSS-Exec and KULSS general meetings.
3. Reviews reports and minutes to assure that concerns continue to
be addressed until resolved.
4. Meets with the Dean of Libraries and Asst. to the Dean for Personnel (or their designates) once a month or as needed.
5. Schedules the Dean to meet with KULSS-Exec as needed.
6. Attends library management meetings.
7. With the Vice-Chairperson and Secretary sets the agenda for KULSS-Exec meetings.
8. Delegates tasks as necessary.

B. Vice-Chairperson

1. Assumes the duties of the Chairperson in the latter's absence.
2. Serves as liaison with KULSS and other governance bodies:

a. Keeps KULSS-Exec informed either by giving a report of a committee's activities or by having a member of that committee attend a KULSS-Exec meeting.
b. Informs committees, etc., of KULSS charges & concerns.
c. Reminds committees that reports or minutes are due.
d. Collects committee reports or minutes in a timely manner and provides copies at the KULSS-Exec meetings.

3. With the Chairperson and Secretary sets the agenda for KULSS-Exec meetings.
4. With the Chairperson, may attend meetings with the Dean of Libraries and Asst. to the Dean for Personnel (or their designates).

C. Secretary

1. Arranges meetings (both KULSS-Exec and general meetings): time and place;
publicizes this information to KULSS members in a timely manner.
2. Reviews reports and minutes to assure that concerns continue to be addressed until
resolved.
3. Keeps informed on distribution of Support Staff employees throughout the library system
to assure adequate number of representatives for each group.
4. Keeps current on the number of members of KULSS and KULSS-Exec for
quorum counts.
5. With the Chairperson and Vice-Chairperson sets the agenda for KULSS-Exec meetings.
6. Prepares minutes, agenda and additional handouts for all KULSS-Exec and KULSS
general meetings.
7. Takes minutes during KULSS-Exec and general KULSS meetings.
8. Provides minutes of all KULSS-Exec and KULSS general meetings on the KULSS website within two weeks of a meeting.
9. Prepares and tallies ballots for elections.
10. Shortly after elections, prepares a list of recently-elected officers, group representatives and committee members for publication on the KULSS website and KULSS listserv and in eFYI.
11. Arranges to keep the electronic mail lists for Support Staff and KULSS-Exec current.
12. Deposits KULSS minutes and other records with University Archives.

D. Webmaster

1. Unless Duties assumed by a KULSS-Exec board member, this person is designated by KULSS-Exec to keep KULSS website current and accurate.

E. Past Officers

1. To provide for orderly transition from one year to the next, past officers should attend the first few meetings of the new Board and be available to assist as necessary.

III. Duties of committee members

A. Attend committee meetings and process committee business.
B. Designate a presiding officer and a recorder.
C. Provide a written report to the Vice-Chairperson at least once a month prior to each KULSS-Exec meeting or present an oral report at the KULSS-Exec meeting.

    IV. The KULSS year runs from July 1 through June 30.

    V. Terms of office

    A. 1 year

    1. Group representatives
    2. Officers: Chairperson, Vice-Chairperson, Secretary
    3. Grievance Committee members
    4. Personnel Committee members

    B. 2 years

    1. KULSS member on the University Committee on Libraries
    2. KULSS members on joint committees with LFA (overlapping terms)

    C. Duration of Committee

    1. KULSS members on Library administrative committees appointed by the Dean or
    Associate Dean, e.g., Support Staff Employee of the Year Award committee
    2. KULSS Members on committees appointed by the Provost, e.g., Committee for the
    review of the Dean
    3. KULSS ad hoc committees

    VI. Elected positions

    A. Group representatives
    B. Officers: Chairperson, Vice-Chairperson, Secretary
    C. KULSS member on the University Committee on Libraries
    D. Grievance Committee members

    VII. Appointed positions

    A. By KULSS-Exec

    1. Personnel committee, (1 year term)
    2. Vacancies on joint committees with LFA (2 year terms, overlapping)
    3. Vacant positions of Vice-Chairperson and/or Secretary if less than 3 months remain
    to be served (remainder of term)

    B. By Dean or Associate Dean -- Library administrative committees from a slate prepared by KULSS-Exec (e.g., Support Staff Employee of the Year Award Committee)
    C. By Provost -- Committee for the Review of the Dean from a slate prepared by KULSS-Exec

     

     

     

    VIII. How vacancies which occur during office or position terms are filled

    A. Group representatives: an election for the group affected is held

    B. Chairperson: the Vice Chairperson assumes the duties of the Chairperson

    C. Vice-Chairperson and Secretary:

    1. If less than nine months of a term has been served when the vacancy occurs, a
    special election is held.
    2. If more than nine months of a term has been served when the vacancy occurs,
    the KULSS-Exec will fill the position by appointment.

    D. Committee members: vacancies will be filled by appointment of KULSS-Exec

    IX. List of KULSS and other governance bodies' committees with KULSS reps:

    A. KULSS standing and ad hoc committees: Personnel, Code Change

    B. University Committee on Libraries

    C. Library administrative committees: Grievance Committee, Support Staff Employee
    of the Year Award Committee

    D. Joint committees with Library Faculty Assembly: Staff Development, Planning and Resources

    E. Committee for the review of the Dean

    F. KU Support Staff Senate: If there is no library representative on the Senate, Vice-Chairperson
    establishes a means of communication and reports to KULSS-Exec the Senate's activities.

    X. Procedure to submit charges to the joint committees with LFA

    In July or August, KULSS-Exec and LFA Executive Committee decide together upon the charges.

    XI. Possible duties for the Board or the KULSS Personnel Committee:

    A. Set up a mechanism to be alert to news stories related to Support Staff welfare and disseminated the location of news to Support staff in a timely manner.

    B. Check with the Library Administrative Office to compile a current list of library committees and governance structure and who is assigned to what. If possible, also determine the purpose/responsibility, frequency of meetings and composition of committee. Provide list and information to KULSS membership and maintain accuracy with periodic updates. Keep website information current as well.

    C. Compile and maintain a current list of KULSS members and administrative committees on which they are interested in serving.

    D. Compile current organizational charts of departments.

    E. Committee for the review of the Dean

    F. KU Support Staff Senate: If there is no library representative on the Senate, Vice-Chairperson
    establishes a means of communication and reports to KULSS-Exec the Senate's activities.

    XII. Rules of order

    The rules contained in the current edition of "Robert's Rules of Order Newly Revised" may be used to govern KULSS in all cases to which they are applicable and in which they are not inconsistent with the Code and any special rules of order KULSS may adopt.

     


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