University of Notre Dame

Staff Advisory Council


Article I:  Name

The name of the organization will be the Staff Advisory Council (SAC), hereinafter referred to as SAC.

Article II:  Purpose

SAC is an elected group of non-exempt staff from all districts who meet regularly to provide formal input to the University Administration* on decisions and issues that affect the non-exempt staff.  This input may include recommendations, advice and assistance.  SAC is a communications link between University staff and administration.  The non-exempt staff will bring ideas and concerns to SAC to be relayed to Human Resources.  SAC will receive information from administration and relay the information to University staff.  The Department of Human Resources will act as a liaison between SAC and the appropriate University Administration.  (*University administration refers to the appropriate Officer, Dean, Department Head, or Director)


Article III:  Eligibility and Election of SAC Representatives

  • Eligibility Requirements:
    • Completion of at least twelve (12) months of employment.
    • Be a regular full-time or part-time non-exempt employee.
    • Self-nominated.
    • Must be available to attend all regularly scheduled SAC meetings.
  • Election of SAC representatives and terms of office:
    • The SAC will consist of one representative for each district, unless exceptional conditions occur, which will be addressed on an individual basis.
    • All persons seeking election must be self-nominated.
    • No employee will be allowed to nominate another individual.
    • Current representatives may self-nominate for additional terms.
    • SAC members will serve a two (2) year term running February through January.
    • Elections will be held in January with terms beginning in February.  The two year term for even numbered districts will begin in even numbered years.  The two year term for odd numbered districts will begin in odd numbered years.
    • Elections will be held every other year for those districts whose representative’s terms are expiring.
      • District(s) without candidates will have their members notified by SAC and will be given an extension to provide eligible candidate(s) for the ballot.  If this is not met, districts will lose representation until a replacement can be found.

Article IV:  Representative Responsibilities

  • Listen and contribute to discussion of topics.
  • Attend regularly scheduled SAC meetings.

§  If you cannot attend a meeting you must notify one of the officers 24 hours in advance, or as soon as possible, prior to the upcoming SAC meeting.  If you miss more than two (2) consecutive meetings with a non-legitimate excuse, as deemed by the Executive Officers and two-thirds vote of SAC, you may be removed.

§  The Executive Officers will contact any SAC member missing more than two (2) consecutive meetings to determine if an alternate representative should be found.

  • Convey ideas and concerns from your district to the SAC.
  • Communicate with your district by sharing knowledge and information gained by attending SAC meetings (i.e. post/share approved minutes)
  • Be knowledgeable and prepared on agenda issues.
  • Be willing to serve on ad-hoc committees.
  • Have in mind the overall best interests of the staff at Notre Dame.
  • Maintain confidentiality of issues deemed confidential by SAC
  • Vacancies:
    • SAC members unable to fulfill their duties temporarily will inform the Executive Committee, who will make the decision to appoint a temporary alternate.  Members unable to fulfill their duties permanently will inform the Executive Committee, with a subsequent election to be held for a replacement for the district.
    • Any other use of alternates will be deemed acceptable by the Executive Committee on a case by case basis.  

Article V:  Executive Officers

  • The Executive officers consist of Chairperson, Vice-Chairperson, and Secretary.
    • SAC Executive officers shall be elected by a majority of the membership.
      • Officers should expect to invest additional time and commitment as deemed necessary. All officers will be elected for a one (1) year term and must have completed one year of service on SAC.  
      • If re-elected to SAC by the district in which one is a member, an officer may be re-elected for another term. 
      • The Executive officers will submit an annual report, due January 31st for the previous calendar year, of SAC’s activities as approved by the members, to the staff and Human Resources Liaison. 
      • The officers are responsible for communications to SAC representatives.
  • Duties of the officers consist of, but are not limited to:
  • Chair
    • Preside over all SAC meetings.
    • Speak officially for SAC in conjunction with the Vice-Chair.
    • Vote on all matters brought before SAC as a regular member.
    • Prepare agendas for distribution before meetings.
    • Bring forth “old business” for items which require discussion.
    • Notify all SAC members of meeting dates, times, and places.
    • Other such duties as required.
  • Vice-Chair
    • Preside over meetings in the Chair’s absence.
    • Vote on all matters brought before SAC as a regular member.
    • Implement and maintain SAC’s By-Laws.
    • Serve as Chair of Election Committee
    • Other such duties as required.
  • Secretary
    • Preside over meetings in the Chair’s and Vice Chair’s absence.
    • Maintain all approved minutes, records and resolutions.
    • Record attendance and all votes.
    • Vote on all matters as a regular member.
    • Other such duties as required.

 Article VI:  Election of Executive Officers

  • Eligibility requirements for Executive Officers:
    • Self nomination.
    • Qualified members may be nominated by another council member, but reserves the right to refuse the nomination.
    • Nomination of officers will be held in February of each year unless a position is vacant. When necessary voting will be held in March.
    • All officers will be elected for a one (1) year term and must have completed one (1) year of service on SAC.
  • Vacancy of Executive Officer:
    • When a vacancy occurs in the office of Chair, the Vice-Chair shall immediately become Chair for the remainder of the elected year.
    • When a vacancy occurs in any elected position, except the Chair, the Chair will call for an immediate election for the vacant position for the remainder of the elected year.
    • Terms of all officers shall end when a replacement has been elected and seated in February.
    • At the expiration of the Executive Officer’s term, each officer shall turn over all pertinent documents to their replacement.
    • All newly elected officers will begin their term at the following month’s SAC meeting.

 Article VII:  Committees

  • Committee descriptions will be read at the first meeting following elections.  SAC members will fill any vacant committee positions at the following meeting.  Any committee vacancies that occur during the year will be filled at the next SAC Meeting.
  • If a committee overlaps a SAC member’s term, the member will be expected to fulfill the obligation for the duration of the committee.
  • Standing Committees and Their Responsibilities:
  • Executive Committee
    • Shall be composed of the three SAC officers and the committee chairs as deemed necessary by SAC.
    • Duties and responsibilities
      • Convene ad hoc committees.
      • Monitor progress of committees.
      • Implement By-Laws.
      • Other duties as the Chair or SAC shall request.
  • Elections Committee
    • Shall be composed of the Vice-Chair and three other representatives.
    • Duties and responsibilities
      • Solicit self nominations for annual district elections.
      • Develop and distribute ballots to all staff.
      • Collect and count ballots.
      • Conduct run-off elections.
      • Conduct election of officers.
      • Other such duties as SAC or the Chair shall request
  • Ad-hoc and Other Committees

§  All ad-hoc and other committees the SAC participates in will be posted on the SAC website.  These postings will include a description of the work of the committee, the number of SAC representatives included in the committee, the term of those representatives and the names of the current representatives.


Article VIII:  Meetings

  • Regular SAC meetings shall be conducted during normal working hours.
  • Only members in attendance may participate in voting at any meeting unless otherwise agreed upon.
  • A member of the Executive Committee must be present to conduct SAC business, including voting on issues.
  • A simple majority, including the Chair and / or the Vice-Chair, shall constitute a quorum to conduct SAC business.
  • Five members may request in writing to the Executive Officers that a special meeting be called.  The Chair shall be responsible for notifying members a week in advance of such special meetings.
  • All meetings shall be conducted under the current edition of Robert’s Rules of Order. Any conflict between those rules and SAC By-Laws shall be resolved in favor of SAC By-Laws.

Article IX:  Amendments to the By-Laws

  • Any SAC member may propose an amendment to the By-Laws by presenting it in writing at any regular SAC meeting.  The amendment shall be referred to an ad-hoc committee for review and action at the next regular meeting.
  • The By-Laws shall be reviewed every two years by the Executive Committee.
  • The By-Laws will be available on the web page after approval by the Council, and in paper form as requested.

Rev. 6/11