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Support Staff Council

Terms of Reference

Created by: Alan MacDonald, Director of Libraries, 1979

To provide a forum whereby support staff may bring forward issues of concern which do not specifically relate to the formal administrative structure in their Area. The Council does not share in the role or functions of the Support Staff Union, but union or contract-related issues may be raised. An A.U.P.E. Steward attends all meetings as an ex-officio member.

Any work-related issue may be discussed by Council. Any support staff member may submit agenda items for possible discussion, either to the Area representative or to the Secretary of the Support Staff Council. Meetings are usually held in Areas prior to Council meetings in order to discuss the items of the agenda and survey opinions. Area meetings are usually held following Council meetings as well as to convey new information.

Term:

Elected every two years in June by each area of the Department of Libraries and Cultural Resources. Service from August 1 through July 31, every two years.

Membership:

Each Area within the Department of Libraries and Cultural Resources selects one representative and an alternate. Areas having more than 20 voting members may elect two representatives and one alternate.

Agendas

Agendas will be emailed to Support Staff Council members prior to the next meeting. Please send agenda items to the SSC Secretary one week prior to the meeting.

Guidelines

  • Background
    Support Staff Council was created in 1979 by the then Director of Libraries at the University of Calgary, Alan MacDonald. Membership has since expanded to the more broadly based the Department of Libraries and Cultural Resources. The Council continues to be authorized by and is advisory to the Vice-Provost (Libraries and Cultural Resources)and University Librarian.

    The name of this organization shall be the Department of Libraries and Cultural Resources Support Staff Council, more commonly referred to as Support Staff Council or SSC.

  • Mission Statement
    Support Staff Council meets on a regular basis and acts as a forum to raise and seek resolution for issues of concern to support staff in Information Resources. This council also offers an opportunity for a greater understanding of the diverse and complex nature of the Department of Libraries and Cultural Resources and the University of Calgary and their respective services and organizational structures. SSC operates within the context of the operational needs of the Department of Libraries and Cultural Resources and exchanges representation with Libraries and Cultural Resources Academic Council and the Management and Professional Staff (MaPS). The Vice-Provost (Libraries and Cultural Resources)and University Librarian and the IR Human Resources representative normally attend the meetings as Ex-officio.
    • Confidentiality                                                                                                                        
      At times, members will become privy to information that may be of a sensitive or confidential nature. The sharing of such information may have serious implications and consequences, and should therefore be treated with caution. Breach of confidentiality on the part of any member may cause a breakdown in trust and communication, and may negate the effectiveness of the whole of Support Staff Council.
    • Representatives and alternates
      With the exception of the Casual Employees representative who is appointed by the Vice-Provost, Representatives and Alternates are elected from Department of Libraries and Cultural Resources Support Staff in accordance with election procedures posted on the SSC web pages.

      Term of office: August 1 through July 31 for 2-year period.

  • Duites and Responsibilities
    • Representative
      • voting member.
      • attend regularly scheduled meetings.
      • bring forward issues of interest and or concern from their constituents in a respectful, confidential and open manner.
      • take responsibility for reading and bringing copy of minutes/agenda of previous meeting for follow-up and discussion of issues needing resolution, participate in discussions, motions, and election process.
      • attend LCR events and volunteer on other committees and attend their meetings whenever possible and time permitting.
      • report back to colleagues/units and follow-up on issues raised.
    • Alternate                                                                                                                                        
      • fulfills duties of Representative when the Representative is not available.
      • voting: Alternates can vote only if the Representative is absent.
    • Chairperson
      Term of office: February 1 to January 31 for 2-year period. (see election procedures)
      • voting member in event of a tie.
      • attend and conduct regularly scheduled SSC meetings (Sept, Nov., Jan., March and May).
      • advises the Vice-Provost on issues of concern related to support staff as needed.
      • represent SSC on Tri-Council.
      • substitute for any other SSC members at other meetings when representative/alternate not available.
      • assist the SSC secretary.
      • act as liaison/resource person for issues/members when difficult or stressful situations arise, being aware of impartiality, confidentiality and supportive nature of position.
      • liaise with other LCR units and their representatives when necessary, including follow-up with Information Resources HR unit or appropriate person(s) for issues needing resolution.
      • attend LCR-sponsored events and other events that may require/warrant involvement or impact on LCR support staff and their concerns.
      • be available and open to any support staff for advice, ideas, criticisms, and feedback.
      • Initiate and or set-up extraordinary meetings when deemed important or necessary (outside of, or in advance of, formal meetings).
      • keeps pace and order at meetings, calling upon Robert's Rules of Order if needed.
    • Past-chair                                                                                                                             
      Outgoing Chair remains available as past-chair for succession and consultation purposes.
      Term of office: February 1 to January 31 for 2-year period.
      • non-voting member.
      • attend regularly scheduled meetings.
      • substitute for vice-chairperson if not able to fulfill commitments or attend meetings.
      • act as resource and support person for chairperson.
      • be available to all/any SSC member for advice or follow-up on issues or agenda items previously brought forward (during tenure as chairperson).
    • Vice-chair                                                                                                                                  
      Past chair remains available as vice-chair.
      Term of office: February 1 to January 31 for 2-year period.
      • non-voting member unless acting in Chairperson's place and in the event of a tie.
      • attend regularly scheduled meetings.
      • substitute for chairperson if not able to fulfill commitments or attend meetings.
      • act as resource and support person for chairperson.
      • be available to all/any SSC member for advice or follow-up on issues or agenda items previously brought forward (during tenure as chairperson).
    • Secretary
      Term of office: February 1 to January 31 for 2-year period. Election procedures same as for Chair.
      • non-voting member.
      • book meeting room.
      • attend regularly scheduled meetings and take minutes (collaborating with chairperson and LCR Admin to send out LCR-wide minutes that fully reflect content of meetings).
      • contact all SSC members for agenda items in advance of meeting.
      • distribute agendas and minutes of previous meeting to all SSC members.
      • act as electoral officer for bi-annual elections of chairperson, SSC representatives and alternates.
      • liaise with HR re up-to-date lists of support staff and their status.
      • act as support for chairperson during meetings, helping with follow-up documentation or inquiries and bringing forth suggestions for improvements to meeting process when deemed necessary.
    • Ex-officio (non-voting members)                                                                                         
      Includes the following persons or their designates:
      • Vice-Provost (Libraries and Cultural Resources)and University Librarian
      • IR Human Resources Representative
      • AUPE Representative
      • Libraries and Cultural Resources Academic Council Representative
      • MaPS Representative
      • Invited guests

        As SSC functions as an advisory council, ex-officio members attend SSC meetings to help promote the sharing of information and facilitation that will contribute to the successful operation of the Council and Department of Libraries and Cultural Resources. These individuals act as ongoing liaison between SSC and their respective units or councils. We ask that they act with the same discretion that is expected of voting members.

    • SSC members on other councils/committees
      Including but not restricted to: Representative to MaPS, Representative to Libraries and Cultural Resources Academic Council, Continuing Education (also known as 'Lunch and Learn'), New Building Committee, Tri-Council.

      Term of office: varies according to individual committee voting timetable (1 or 2 year terms –usually elected or appointed in the September meeting).

      • Attend regularly scheduled meetings.
      • act as liaison person when necessary (if issues warrant involvement of attendee).
      • provide information when called upon.
      • maintain contact with SSC members in a supportive role when attending LCR functions; encourage good relations with all LCR units and staff (non-voting members).
  • Procedures of Support Staff Council
    Robert’s Rules of Order is to be used by the Support Staff Council (SSC) as a guide in its business

    Elections of Support Staff Council members

    • The Chairperson is elected every two years at the end of January by preferential ballot or acclamation.
    • The Secretary is elected every two years at the end of January by preferential ballot or acclamation.
    • The Representatives and Alternates are elected every two years in June by preferential ballot or acclamation.
    • Nomination forms for the above positions are available from the Secretary, Support Staff Council.
  • Removal of elected officers
    Support Staff Council members may be relieved of their duties by the membership when warranted (i.e. breach of confidentiality, inappropriate behavior/abuse of position).
  • Amendments to these Guidelines
    Amendments to these guidelines, including SSC policies shall be established by a three quarters majority of the voting members by ballot.

Guidelines approved May 28, 2003