2026/2027 Academic Year
The name of this organization shall be the Staff Advisory Committee (SAC) of Allegheny College.
Section 1 – PURPOSE
1.1. To maintain a means of communicating concerns of all non-exempt (full and part-time) staff with the administration of Allegheny College.
1.2. To advise the college administration on the needs and interests of staff employees.
1.3. To provide a vehicle whereby non-exempt employees provide input into the decision making process on issues which affect or may affect them. This will be accomplished through staff representation on appropriate campus committees.
1.4. To improve interaction and collaboration between the hourly staff and all other employees and stakeholders of the college.
1.5. To help develop and promote activities and services which will improve the quality of work-life for hourly employees at Allegheny College.
Section 2 – THE COMMITTEE
2.1 Composition: SAC will have a maximum of 11 members and a minimum of 6.
To ensure representation, committee members will include anyone who is eligible and across academic, non-academic, operations, or any unit or site under the college. The committee will include officers and general committee members.
2.2 Eligibility: Eligible members must be a full-time or part-time employee for a minimum of six months. With committee vote, an exception can be made to allow staff to join the committee after one full semester of employment has been completed. Returning employees who had previously worked at the college can be voted in if they had completed one full academic year prior to leaving the college. General members of the SAC will be elected at large. If nominated, the operations or security person with the highest vote count will be guaranteed a position on SAC.
Section 3 – ELECTION PROCEDURES: COMMITTEE MEMBERS
All committee members are eligible to vote on new general members after candidates have been nominated or volunteers have expressed interest in joining SAC. Guests are not eligible to vote but may recommend someone eligible for general membership and the Chair and Vice-Chair will follow up. Elections, nominations and voting may take place electronically or in person at meetings.
3.1 Eligibility:
3.1 .1 Any non-exempt staff employed 6 months or longer is eligible to become a member of SAC.
3.1.2 A ballot listing eligible staff will be sent out in April by the Chair and Vice-Chair. Existing members will be asked to vote for the number of candidates required to fill existing vacancies out of the maximum 11 committee seats.
3.1.3 Beginning with those receiving the most votes, confirmation of the willingness to serve will be secured from candidates and volunteers until all open positions have been filled, while ensuring that the mandated operations or security member is secured.
3.1.4 In the event of a tie for the last vacancy on the Committee, the nominating committee will draw a name from the list of tie candidates and volunteers.
3.1.5 Process During Layoff/Resignation/Separation: If a resignation or layoff occurs, the following procedure will be in effect:
- Prior to election, the committee will place a notice on GatorHub for volunteers. If there are more volunteers than vacant seats, all volunteer names will be placed on a ballot (currently a Google Doc) that will be distributed by email to all full-time and part-time, non-exempt staff. The staff member(s) who receive the highest number of votes will be asked to complete the term of office.
- If the nomination pool is exhausted, SAC will announce the opening campus-wide for volunteers. SAC will assemble a ballot to send to all full-time and part-time, non-exempt staff for voting.
- A volunteer pool will be used to fill vacancies until the next election.
- An alternate will immediately assume the same voting rights, SAC subcommittee roles, and other Allegheny Committee roles as the resignee. However, if the resignee was an SAC officer, an internal SAC Committee election shall be held to assign the resignee’s officer duties to an established SAC committee member.
- An alternate who finishes a term of 12 months or less for the SAC resignee will be eligible for immediate re-election to serve the next two-year term. However, if an alternate finishes a term of more than 12 months for a resignee, the alternate will not be eligible for immediate reelection.
3.1.6 Incomplete Term: If a committee member resigns from the committee three months prior to the end of their term, the seat will remain vacant until the next election.
Section 4 ELECTION PROCEDURES: OFFICERS
The officers of this organization shall consist of Chair, Vice-Chair, Secretary, and Treasurer. Elections for officers will be held when there are sufficient numbers of committee members.
4.1 Election Time: Officers will be elected at the June meeting of the committee, to take effect July 1, and will hold that office until the following June. Retiring members and officers and newly elected general members may attend the June meeting; both will have rights to elect officers and assist in the selection of SAC subcommittees and Allegheny college committee assignments.
4.2 Chair: The Chair of SAC will be selected from eligible members of the committee. Only SAC members who have served on the committee for at least one year are eligible for election as Chair. Previous membership on SAC is counted as time served.
- 3 Vice-Chair: The Vice-Chair, Treasurer, and Secretary will be selected from among the full membership of the Committee.
4.4 Previous Chair: The immediate previous Chair, unless already continuing as a representative, will serve as an ex officio member of SAC for one additional year, acting as a consultant with no voting privileges. They will be requested to act as a resource for nominating new members, facilitating funds and fostering campus relations.
4.5 Leave of Absence/Separation: In the event of a leave-of-absence of any officer (the Chair, Vice-Chair, Secretary, or Treasurer), a new officer will be elected.
4.6 Insufficient Officer Candidates: If the Committee cannot identify a sufficient number of qualified volunteers to run in the next SAC election, one or more committee members may be invited to remain on the committee for one additional year, subject to majority approval. If the committee has 11 or more members, following this one year extension, the member may remain on the Committee with the Committee’s vote.
Section 5 – OFFICER DUTIES
All officers will attend the meetings with representatives from the Board of Trustees, or any other required meetings with senior administration, except those specified for SAC Chairs only.
5.1 Chair:
- To preside over all meetings.
- To organize regular meetings.
- To communicate decisions of SAC to the President, the Cabinet or senior administration.
- At the direction of the full committee, to appoint standing and ad hoc committee chairs; to establish ad hoc committees, and to appoint/recommend members to serve on other college campus committees.
- To serve as the principal spokesperson of the Committee.
5.2 Vice-Chair:
- To carry out the duties of the Chair in the Chair’s absence or at Chair’s request.
- To fill the unexpired term of the Chair if the Chair vacates the office.
- To continue the duties of Treasurer and/or Secretary due to unexpected separation from the committee or the college and if there are no volunteers.
- To tally election votes and keep records for nominations for membership.
- To assist with events and meetings.
- To accompany the Chair when asked.
5.3 Treasurer:
- To maintain the financial records and keep it accessible to officers.
- To disburse monies owed by the SAC at the direction of the committee.
- To report on the committee’s financial status at each meeting.
- To assist by making recommendations for efficient budget use.
- To accompany the Chair when asked.
5.4 Secretary:
- To record the proceedings of the committee meetings, prepare detailed official minutes for permanent SAC archives on the shared folder after committee approval.
- To prepare special announcements and communications to all non-exempt staff, as determined by the committee, and disseminate on GatorHub or via email.
- Reserve meeting location.
- Review SAC’s online presence and update as determined by the committee.
- Work in conjunction with the Outreach Committee to send cards to demonstrate support and inclusivity among hourly staff (e.g. sympathy, achievements, milestones).
- To accompany the Chair when asked.
Section 6 – MEETINGS
6.1 Protocol: Meetings will be governed according to Roberts Rules of Order.
6.2 Schedule: Meetings of the Staff Advisory Committee will be held monthly at a specified time agreed upon by a vote of the Committee. The current committee will determine any additional meetings if needed as well as set the schedule for any summer meetings.
6.3 Special/Ad Hoc Meetings: Special meetings shall be called by the Chair or by petition of three members.
6.4 Quorum: The presence of a simple majority (at least 5 members) shall constitute a quorum.
6.5 Attendance: It is expected that all members will attend meetings on a regular basis to ensure continuity and that a quorum is present to conduct business. The Chair should be notified prior to the scheduled meeting time of any absences. A maximum of two unexcused absences per academic year may occur. Ongoing excused absences will be reviewed by the SAC membership. Unsatisfactory attendance will be discussed between the Chairs and the individual member. Then, Chairs will discuss with the committee, and may ask a member to resign or improve attendance.
6.6 Discussions: When anyone brings a concern or a point of discussion to any SAC member outside of meetings, that approached member shall address it to the committee before responding to any individual staff or commenting publicly.
If staff prefer to share questions, suggestions, etc. with the committee as a whole at a meeting, it is recommended that they ask to be placed on the agenda to present the concern(s) or idea(s) at the beginning of the meeting.
6.7 Identity/Anonymity: Anyone who brings a concern to SAC has the right to remain anonymous. Some means of communication from the anonymous person is encouraged so that SAC can follow up if that person requested a follow up or important information is needed from them.
Section 7 – SUB-COMMITTEES
7.1 Subcommittees shall be composed of a minimum of two committee members. The chairperson of the subcommittee will be an elected representative of the Staff Advisory committee.
7.2 If it is necessary for a subcommittee to meet during non-work hours, the subcommittee chair presenting the regular meeting report will describe the project or business requiring the subcommittee to meet and also report the amount of time devoted to this project or business.
7.3 Additional subcommittee members may be selected from all members of the staff by the subcommittee chair.
7.4 To provide continuity, continuing subcommittee members should remain with new members.
7.5 Sub-Committees are: visibility, activities, nominating, bylaws.
Visibility
Provide a “Welcome” email/lunch to new employees.
Send cards (sympathy, get well, birth).
Activities
Co-host campus events with AAC for all employees. (e.g. Gator Gatherings)
Co-host All Staff Meeting with AAC.
Create and host events for only hourly employees.
Co-sponsor or co-host events with other college groups, including faculty, students, administrators, staff.
Nominating
Coordinate the nominations for all new committee members in the fall of each year or as needed to fill vacancies.
Bylaws
Responsible for updating by-laws as necessary and conducting an annual review of the document for continued applicability.
Section 8 BY-LAWS
By-laws will be reviewed once each academic year prior to elections in April. Motions to make amendments can be made by any committee member. Reviews/drafts/amendments will be shared with officers and the full committee. Approval shall be by vote of the committee. Reviews are considered an internal process and the working document containing bylaws will not be made public until all edits are complete and committee approval has been gained. This will avoid having two documents simultaneously.
Section 9 SAC REPRESENTATION
9.1 SAC Representation: As per Allegheny College’s shared governance commitment, SAC represents non-exempt staff at various college-committees. In some of these college-committees the SAC representative has voting rights.
9.2 Staff Representation: Without being an SAC member, hourly staff can request to join college-committees but they will not have voting rights if an existing SAC member is already on that same college-committee. Hourly staff are allowed to attend any open meetings.
9.3 Reports: It is expected that anyone serving on college-committees will share brief reports with SAC, including matters that may affect hourly staff at large.
Active College Committees: Finance and Facilities Committee, Student Enrichment Committee, Committee on Diversity and Equity, Safety Committee, Advancing Allegheny Committee (non-voting), Experience Allegheny Committee (non-voting).
Ad hoc/Task Forces/Special Projects: search committees, audit-teams, sustained dialogue, etc. and as directed by the President’s Office.
Section 10 COMMUNICATIONS
10.1 Internal communications: These are considered non-public. These are communications in various formats between SAC members via Chat, email, shared documents, verbal discussions, etc. Anything that is in draft format or undecided upon or unapproved by the committee, is considered internal. This is due to the nature of some items that SAC may address. SAC discloses anything required and directed by the Office of the President.
10.2 External Communications: These are prepared and approved types of communication. (e.g. announcements, newsletters, photographs, website content, meeting minutes.) Anything that falls under the regular duties of the Secretary.
BYLAW AMENDMENTS
Bylaws adopted: April 13, 1988
Bylaws amended: March 1, 1989 Approved: March 1, 1989
Bylaws amended: July 19, 1989 Approved: August 16, 1989
Bylaws amended: December 20, 1989 Approved: December 20, 1989
Bylaws amended: August 22, 1990 Approved: August 22, 1990
Bylaws amended: September 12, 1990 Approved: September 9, 1992
Bylaws amended: December 2, 1993 Approved: December 22, 1993
Bylaws amended: March 27, 1996 Approved: March 27, 1996
Bylaws amended: July 13, 1998 Approved: September 10, 1998
Bylaws amended: July 13, 1998 Approved: September 24, 1998
Bylaws amended: November 5, 1998 Approved: May 6, 1999
Bylaws amended: February 3, 2000 Approved: February 10, 2000
Bylaws amended: February 17,2000 Approved: March 2, 2000
Bylaws amended: June 15, 2001 Approved: July 19, 2001
Bylaws amended: March 28, 2002; Approved: April 1, 2002
Bylaws amended & approved: April 25, 2002
Bylaws amended & approved: August 21, 2003
Bylaws amended & approved: June 7, 2012
Bylaws amended & approved: September 1, 2016
Bylaws amended & approved: April 5, 2018
Bylaws amended & approved: July 17, 2019
Bylaws amended & approved: October 3, 2019
Bylaws amended & approved: January 9, 2020
Bylaws amended & approved: September 9, 2021
Bylaws amended & approved: October 5, 2021
Bylaws amended & approved: November 3, 2021
Bylaws amended & approved: April 3, 2024
Bylaws annual review and amendments January 2025
Bylaws Ammended and approved August 5, 2026