Addendum A to the

MSUASC Operating Agreement

Descriptions, Responsibilities, and Time Commitments

 

The purpose of Addendum A is to provide an overview of the descriptions, responsibilities, and time commitments of the MSUASC internal positions and committees.  MSUASC’s philosophy is to maximize the number of shared governance opportunities for staff and ensure staff have an opportunity to serve in positions and on committees that will lead to the success of MSU’s various committees/council, MSUASC, and staff as a whole.  In order to ensure individuals are able to serve in positions that utilize their talents and abilities, this Addendum A shall act as a guide to the expectations of each role.  It is noted all roles, responsibilities, and time commitments outlined below are merely a synopsis and should not be taken as absolute. 

Please note all participation in MSUASC is depended upon supervisor approval and are considered working hours.  Any time spent on attending MSUASC meetings or conducting MSUASC business shall be reported as time worked. 

MSUASC Council Members

Description & Responsibilities:  MSUASC members consist of all elected council members of MSUASC.  Each council member is expected to serve a two-year term (noting an option to renew for one more two-year term).  It is the responsibility of every council member to be aware of the issues presented at council and to do their due diligence in researching and studying the subject matter.  Every council member serves in one of the following positions: on the Executive Board as a Chair Elect, Chair, Past Chair, Member-at-Large, or Governance Chair, on one of the three internal committees, on one of the sixteen external committees, or as one of the four general members.  Council members are required to attend MSUASC meetings as well as any internal or external committee they have a seat on.  Council members are allowed three unexcused absences (i.e. just not showing up to a meeting).  Upon a fourth unexcused absence, the Executive Board shall have the ability to declare the seat vacant and appoint a new staff member according to MSUASC’s Operating Agreement.  Excused absences include annual leave, sick leave, meeting conflicts, no available work coverage, etc.  As soon as a council member is aware they will not be able to attend a meeting, they are required to notify the Program Coordinator via email. 

Time Commitment:  Council members should expect to devote two hours a month to attend the MSUASC monthly meeting as well as one hour a month for any committee they have a seat on further noting this is an estimate and some external committees do meet more or less often.  Please review the bylaws of any committee you wish to serve on to get a better estimate of the time commitment.  Time commitments for internal committees are addressed below.  (Total general estimated time commitment: 2-4 hours a month or 1-2 meetings a month.)

Executive Board

Description & Responsibilities:  The Executive Board is responsible for coordinating the efforts of all internal committees, providing general oversight for MSUASC, forming ad hoc committees as needed, and responding to issues and recommendations brought before the Council.  Furthermore, the Executive Board works with the Chair and Program Coordinator to create an agenda for each MSUASC monthly meeting.  Voting members of the Executive Board include the Chair Elect, Chair, Past Chair, Member-at-Large and Governance Chair and non-voting members are comprised of the, chair of the remaining two internal committees, and the Program Coordinator.

Time Commitment: Varies depending upon position on the Executive Board.  See below for further details.

Chair Elect

Description & Responsibilities:  The Chair Elect is expected to prepare to become the next MSUASC Chair.  This position requires a three-year commitment (i.e. one year as Chair Elect, one year as Chair, and one year as Past Chair).  The Chair Elect is responsible for filling in for the Chair when necessary.  The Chair Elect is expected to attend a minimum of two meetings of each of the councils the Chair seats on (i.e. University Council, Association of Shared Governance Leaders, and the President’s Executive Council).  The Chair Elect shall take on the acting role of MSUASC representative at one of these said meetings.  The Chair Elect shall also serve as MSUASC’s representative on the Diversity & Inclusion Council and Montana University System Staff Association (MUSSA).  The Chair Elect is a voting member of the Executive Board and is expected to attend the monthly Executive Board meeting. 

Time Commitment: The Chair Elect should expect to devote two hours a month to attend the MSUASC monthly meeting, one hour a month to attend the Diversity & Inclusion Council meetings, one hour a month to attend the MUSSA monthly meeting, and one hour a month to attend the monthly Executive Board meeting as well as any meetings the Chair cannot attend as the MSUASC representative. (Total general estimated time commitment: 5 hours a month or 1-4 meetings a month.)

Chair

Description & Responsibilities:  The Chair shall preside over all MSUASC meetings and serve as the primary representative of all staff at Montana State University.  The Chair is responsible for representing MSUASC at various collegiate and community functions (including the Board of Regents meetings) as well as serving on University Council, Association of Shared Governance Leaders, and the President’s Executive Council.  The Chair is responsible for working directly with the Program Coordinator to create agendas for each meeting, ensure policies and procedures are followed, and act as the point-of-contact for MSUASC for individuals and organizations who need information, need action from MSUASC, or would like to speak at a meeting.  The Chair is a voting member of the Executive Board.

Time Commitment: The Chair should expect to devote two hours a month to attend the MSUASC monthly meeting; one hour a month to attend University Council, one hour a month to attend the President’s Executive Council, and one hour a month to attend the monthly Executive Board meeting.  The Chair is also required to attend any Association of Shared Governance Leaders meetings, further noting this organization currently rarely meets. (Total general estimated time commitment: 6 hours a month or 5-6 meetings a month.)

Past Chair

Description & Responsibilities:  The Past Chair is expected to act as an advisory to the Chair and MSUASC offering advice and historical information when requested.  The Past Chair is a voting member of the Executive Board and is required to attend all MSUASC and Executive Board meetings.  The Past Chair is also expected to attend any council/committee meeting that the Chair and/or Chair Elect cannot attend. 

Time Commitment: The Past Chair should expect to devote two hours a month to attend the MSUASC monthly meeting, one hour a month to attend the monthly Executive Board meeting as well as any meetings the Chair or Chair Elect cannot attend as the MSUASC representative. (Total general estimated time commitment: 3 hours a month or 2 meetings a month.)

Member-at-Large

Description & Responsibilities: The Member-at-Large shall be responsible for ensuring all meetings are conducted in accordance with Robert’s Rules of Order.  The Member-at-Large is required to become an expert in parliamentary procedures and shall work with the Governance Committee as needed.  The Member-at-Large is a voting council member on the Executive Board.

Time Commitment: The Member-at-Large should expect to devote two hours a month to attend the MSUASC monthly meeting and one hour a month to attend the monthly Executive Board meeting. (Total general estimated time commitment: 2-5 hours a month or 1-3 meetings a month.)

Governance Committee

Description & Responsibilities:  The Governance Committee is expected to develop and maintain MSUASC’s rules and policies to ensure compliance.  This committee is also tasked with spearheading MSUASC elections (with the guidance and support of the Program Coordinator).  This entails advertising open positions, creating the nomination and final ballots, communicating with campus, and communicating election results.  The Governance Committee also administers the MSUASC appointment process.  The Governance Committee reviews all proposed amendments or changes to the MSUASC Operating Agreement and presents said requests to MSUASC and the Executive Board. It is specifically noted the Governance Committee may request assistance from the Executive Board in soliciting volunteers to assist and serve on subcommittees in the election and appointment process as needed. 

Time Commitment:  The Governance Committee should expect to hold at least one committee meeting a month as well as attend the monthly MSUASC meeting.  See below for more information regarding time commitments for each position within the committee. 

Governance Committee Chair

Description & Responsibilities: The Governance Committee Chair is expected to preside over all Governance Committee meetings and report to the Executive Board.  The Governance Committee Chair is a voting member of the Executive Board and will be required to attend all Executive Board meetings. 

Time Commitment: The Governance Committee Chair should expect to devote two hours a month to attend the MSUASC monthly meeting, one hour a month to attend the monthly Executive Board meeting as well as any Governance Committee meetings. (Total general estimated time commitment: 2-4 hours a month or 1-3 meetings a month.

Governance Committee Members

Description & Responsibilities: Committee members are expected to attend the monthly MSUASC meeting as well as Governance Committee meetings and assist the Governance Committee Chair in carrying out the duties and responsibilities of the committee, including administering the yearly elections and reviewing MSUASC policy.

Time Commitment: Committee members should expect to devote two hours a month to attend the monthly MSUASC meeting plus any committee meetings.  During the election period (spring of each year) member should expect an increase in the amount of committee meetings and tasks.  (Total general estimated time commitment:  3 hours a month or 2 meetings a month.)

Professional Development Committee

Description & Responsibilities:  The Professional Development Committee is tasked with bringing professional development opportunities to campus.  This committee is expected to provide a minimum of two professional opportunities a year to campus that will benefit staff all across campus.  This committee will work with the UHR Professional Development and Training unit.

Time Commitment:  The Professional Development Committee should expect to hold at least one committee meeting a month as well as attend the monthly MSUASC meeting.  See below for more information regarding time commitments for each position with the committee. 

Professional Development Committee Chair

Description & Responsibilities: The Professional Development Committee Chair is expected to preside over all Professional Development Committee meetings and report to the Executive Board.  The Professional Development Committee Chair is a non-voting member of the Executive Board and may attend Executive Board meetings but is not required to attend. 

Time Commitment: The Professional Development Committee Chair should expect to devote two hours a month to attend the MSUASC monthly meeting and may devote one hour a month to attend the monthly Executive Board meeting as well as any Professional Development Committee meetings. (Total general estimated time commitment: 2-4 hours a month or 1-3 meetings a month.)

Professional Development Committee Members

Description & Responsibilities: Committee members are expected to attend committee meetings and assist the Professional Development Committee Chair in carrying out the duties and responsibilities of the committee including administering two professional development opportunities a year. 

Time Commitment: Committee members should expect to devote two hours a month to attend the monthly MSUASC meeting plus any committee meetings.  (Total general estimated time commitment:  2-3 hours or 1-2 meetings a month.)

Special Events & Recognition Committee

Description & Responsibilities:  The Special Events & Recognition Committee is tasked with developing and implementing special events for staff at MSU as well as creating awareness for community service opportunities.  This Committee is expected to provide a minimum of one staff engagement activity per semester that includes staff, faculty, and students.  This committee is also tasked with providing and/or assisting programs that recognize service excellence. 

Time Commitment:  The Special Events & Recognition Committee should expect to hold at least one committee meeting a month as well as attend the monthly MSUASC meeting.  See below for more information regarding time commitments for each position with the committee. 

Special Events & Recognition Committee Chair

Description & Responsibilities: The Special Events & Recognition Committee Chair is expected to preside over all Special Events & Recognition Committee meetings and report to the Executive Board.  The Special Events & Recognition Chair is a non-voting member of the Executive Board and may attend Executive Board meetings but is not required to attend. 

Time Commitment: The Special Events & Recognition Committee Chair should expect to devote two hours a month to attend the MSUASC monthly meeting and may devote one hour a month to attend the monthly Executive Board meeting as well as any Special Events & Recognition Committee meetings. (Total general estimated time commitment: 2-4 hours a month or 1-3 meetings a month.)

Special Events & Recognition Committee Members

Description & Responsibilities: Committee members are expected to attend committee meetings and assist the Special Events & Recognition Committee Chair in carrying out the duties and responsibilities of the committee including administering two staff engagement activities a year as well as providing and/or assisting programs that recognize service excellence. 

Time Commitment: Committee members should expect to devote two hours a month to attend the monthly MSUASC meeting plus any committee meetings.  (Total general estimated time commitment:  2-3 hours or 1-2 meetings a month.)

General Members

Description & Responsibilities:  General members are staff who are elected council members of MSUASC but do not serve in a specific position.  General members are voting members of MSUASC and shall be required to assist the various internal committees when needed.

Time Commitment:  General members should expect to devote two hours a month to attend the monthly MSUASC meeting, plus be available to assist committees when needed.  (Total general estimated time commitment:  2 hours a month.)