Preamble
We, the staff of Penn State Greater Allegheny (PSUGA), recognize our integral and essential role in the Campus’s daily functions and long-term success. As vital contributors to the operations of the Campus, we resolve to actively participate in and support its growth and decision-making processes. These by-laws establish the Greater Allegheny Staff Advisory Council (GASAC) as a body to facilitate communication, foster collaboration, and provide recommendations to the Regional Chancellor and Campus leadership.
Membership
The GASAC shall consist of all staff members employed by PSUGA. Staff members shall be classified into two groups:
Voting Members
- Full-time and part-time Penn State employees who are non-unionized. (This category excludes student employees and students representing via the Student Government Association (SGA))
Non-Voting Members
- Full-time and part-time non-Penn State employees and unionized Penn State employees
The Regional Chancellor and Campus directors who report directly to the Regional Chancellor will serve as ex-officio members of the GASAC. Non-voting and ex-officio members may serve on committees, participate in discussions, and provide feedback, but cannot hold officer positions or vote on official GASAC actions.
All staff members, as defined above, will have discussion and proposal privileges (e.g., proposing agenda items, motions, etc.).
Officers
The GASAC shall elect from its voting members the following officers: Chair, Vice Chair, Secretary, and Chair-Elect. The Chair-Elect shall assume the role of Chair in the subsequent term.
The Immediate Past Chair may serve as a non-voting advisory role to support the Chair and provide continuity.
Duties of Officers:
- Chair:
- Presides over all GASAC meetings.
- Prepares meeting agendas.
- Represents GASAC at Campus Leadership Committee meetings.
- Ensures effective communication between GASAC and Campus leadership.
Vice Chair:
- Assists the Chair in carrying out the Chair’s duties.
- Assumes the role of Chair if the Chair is unavailable.
- Prepares meeting agendas in collaboration with the Chair.
Secretary:
- Records and distributes meeting minutes.
- Prepares and distributes ballots.
- Prepares and distributes meeting agendas in collaboration with the Chair and Vice Chair.
- Tracks attendance and provides administrative support.
Chair-Elect
- Supports the Chair in their duties and responsibilities.
- Prepares to assume the role of Chair in the following term.
- Assists the Vice Chair and other officers as needed, including coordinating special projects.
- Works with the Chair and Vice Chair to ensure a smooth leadership transition.
Election Process
- Officers shall be nominated in April and elected in May.
- Terms of office begin on July 1 and end on June 30 of the following fiscal year.
- During June, outgoing officers shall facilitate the transition to incoming officers.
- Nominations can be made by any voting member, and members may self-nominate.
The Past Chair does not require election, as it is automatically assumed by the outgoing Chair upon the completion of their term.
Vacancies
In cases where a vacancy occurs mid-term, the Executive Board may appoint the Vice Chair or Chair Elect to serve until a special election is held. The special election must take place within 30 days of the vacancy.
Term Limits
The Chair, Vice Chair, and Secretary each serve one-year terms with the possibility of re-election for a second term.
- If the Chair is re-elected for a second term, the Chair-Elect will remain in their position until the following term.
- If the Chair is not re-elected, the Chair-Elect will assume the role of Chair for the upcoming term.
Individuals who have served one or two consecutive terms in any office must wait one (1) year before being eligible to hold another officer position. This ensures equitable opportunities for leadership roles across the council.
Meetings
Regular meetings of the GASAC shall be held once every other month, totaling three (3) meetings during the Fall and Spring semesters, and one (1) meeting during the Summer semester. The specific meeting times shall be agreed upon by the officers. The meeting schedule for the upcoming year shall be determined in July, when new officers begin their terms.
Members may attend meetings virtually if unable to attend in person. Virtual attendance counts toward quorum and allows participation in voting. The platform for virtual participation will be determined by the officers and communicated in advance.
Quorum and Voting
A quorum consists of not fewer than seven (7) members. A quorum is required to conduct GASAC meetings and votes. If a quorum is not met, the meeting will proceed for discussion purposes only, but no official votes or actions will be taken. Virtual attendees will count toward the quorum and are eligible to participate in voting.
In order for the GASAC to act on an issue, a majority of respondents shall approve the action. Members must be present to nominate and elect officers and to vote. Officer nominees must be present to accept nomination.
In the event of a tie during voting, the Chair shall cast the deciding vote. If the Chair is unavailable, the Vice Chair will assume this role. (e.g. if all seven (7) members vote and the results are split 3-3, with one abstention, this would result in a tie.). In the absence of both the Chair and Vice Chair, the Secretary will cast the deciding vote.
Agenda Items
Each meeting of the GASAC shall follow a structured agenda set by the Chair. The agenda shall include the following components:
- Welcome and Announcements (Personal or professional updates from members).
- Old Business (Review and discussion of unresolved items from previous meetings).
- New Business (Discussion of new issues, concerns, or opportunities brought forth by members).
- Committee Reports (Updates from any standing or special committees).
- Open Forum (Opportunity for members to raise additional topics, suggestions, or concerns).
- Motions for Action and Voting (Formal motions, discussions, and votes on proposed actions).
The agenda shall be distributed to members in advance of the meeting to ensure adequate preparation.
Committees
Committees shall be formed, when and if needed, to study issues and report findings to the GASAC. Committees shall consist of no less than three (3) members representing a different segment of the staff. GASAC members appointed to serve on Campus-wide committees shall be responsible for apprising the GASAC of the activities of that committee in a timely manner.
Any voting member may propose the formation of a new committee by submitting a written proposal to the officers. The proposal must outline the committee's purpose, S.M.A.R.T. goals, and membership criteria. The Executive Board will review and present the proposal for a vote during the next regular meeting.
The Executive Board (Chair, Vice Chair, Secretary, and Chair-Elect) is recognized as a standing committee of the GASAC.
Committee Term Limitations
Staff are limited to one (1) year of continuous service on any single committee and are again eligible to serve on the same committee after an interim period of one (1) year. The exception to this limitation is the participation of the liaison from Human Resources.
Committee Chairs
- The chairs of the standing committees report on the activities of their committee at each regular meeting of the GASAC.
- The chairs of the standing committees work with the Campus administration in a consultative capacity on Campus budgetary and human resource issues, as well as on issues specified in the committee’s charge.
Subcommittees
Each committee is free to establish appropriate subcommittees with membership and duties determined by the overseeing committee. Subcommittees must provide regular updates to their overseeing committees and prepare a summary report of activities and findings at the end of their term.
Special Committees
Committees shall be formed, when and if needed, to study issues and report findings to the GASAC. Committees shall consist of no less than three (3) members.
Standing Committee
Professional Development and Programming Committee (PDPC)
The PPDC shall consist of at least three (3) voting members from the GASAC. The committee should strive for diverse representation from various departments across Campus to ensure that programming and development initiatives meet the broad needs of the staff.
Purpose
The Professional Development and Programming Committee (PDPC) is a standing committee of the GASAC, responsible for identifying, developing, and recommending professional development opportunities and Campus programming for staff. This committee ensures that staff at Penn State Greater Allegheny have access to resources and events that promote their professional growth, teamwork, and overall well-being.
Committee Chair
The committee shall elect a Chair who will be responsible for:
- Leading meetings and coordinating the committee’s work.
- Reporting to GASAC on the committee's activities and progress.
- Collaborating with Campus leadership and other committees to ensure alignment with staff needs and institutional goals.
- Overseeing the coordination and execution of professional development and team-building activities.
Term Limits
Committee members shall serve a term of one (1) year, with the option for reappointment for additional terms. Members may serve consecutive terms, but no more than three (3) consecutive terms on the same committee.
Duties and Responsibilities
The duties and responsibilities of the PDPC include, but are not limited to:
- Researching and Recommending Development Opportunities: Identifying and recommending a diverse range of professional development opportunities aligned with the University’s and Campus’s strategic goals, both in-person and remote.
- Coordinating Trainings with Human Resources: Working with the Campus Human Resources office to coordinate staff training programs.
- Assessing Staff Development Needs: Collecting input from staff across all departments to understand their development needs and ensuring that programming is inclusive and responsive to these needs.
- Seeking Funding for Development Programs: Identifying funding sources to support professional development initiatives and working with the Chair and Regional Chancellor to obtain approval for such programs when necessary.
- Tracking Attendance and Maintaining Records: Monitoring participation in professional development programs and maintaining records for business continuity and future planning.
- Exploring Collaborative Opportunities: Researching opportunities for collaboration with other Penn State Campuses, local higher education institutions, and businesses to provide additional programming and development resources.
- Coordinating Team Building and Social Events: Organizing and promoting team-building activities, as well as celebratory, social, or morale-boosting events for staff on Campus to foster a sense of community.
Amendments
Amendments to the by-laws require a two-thirds majority vote of the voting members present during a regular or special meeting. Proposed amendments must be distributed to all members at least two (2) weeks before the meeting in which the vote will occur.
These By-laws may be amended by the following process:
- Recommendations for changes will be reviewed by the Executive Committee; and
- Accepted recommendations will be voted upon by the membership.