I. Mission

Kenyon Staff Council (KSC) seeks opportunities to improve communication across the campus, with special emphasis on the relationships among exempt and non-exempt staff, the President and Senior Staff. Every employee’s thoughts, concerns and vision for a better Kenyon will guide our efforts.

II. Membership

KSC consists of nineteen (19) members, drawn from all staff positions at Kenyon and elected by staff. Each division of the College is represented.

The Academic, Advancement, and Library and Information Services (LBIS) divisions have two representatives each, one non-exempt and one exempt. The Communications, Enrollment, Finance, and the Office of the President divisions have one representative each, either non-exempt or exempt. The Operations and Student Affairs divisions have three representatives each, one non-exempt, one exempt and a third at-large. Three at-large members, from any division and either exempt or non-exempt, also serve. Terms of service are three years.

Duties of the Member

  • Regularly attend KSC meetings.
  • Communicate clearly and regularly with constituents regarding KSC events, initiatives and projects.
  • Sit on at least one KSC subcommittee.
  • Notify the KSC co-chairs if you are unable to attend a meeting.

Elections

Each year, one-third of KSC members are elected. Elections will occur no later than May 15 and will be coordinated by the Office of the President along with the KSC election coordinator. All staff (full-time, part-time and union) at Kenyon College are eligible to vote and sit on KSC. Individual staff members vote for their division representation and for the at-large representatives.

Members of KSC whose terms have expired are ineligible for reelection for a period of one year following their term. This period of ineligibility is waived for members appointed or elected to fill mid-term or uncontested vacancies for 1.5 academic years or less.

A list of open positions should be communicated to all staff at least one month before the elections. If, during the nomination process for an exempt or non-exempt division opening, a nominee does not emerge, someone else from the division may be nominated. If there is still not a nominee for a division opening, the vacant seat will become an additional at-large opening, and the next runner up at-large nominee will fill the vacant seat for the remainder of the term.

If no one has been nominated to fill an open at-large seat or a mid-term vacancy occurs for any seat, the President will appoint someone to fill the vacant seat. Presidential appointment will last for the duration of the academic year in which the vacancy occurred. A new member will be elected during the next election to fill the remainder of the unexpired term. The temporarily appointed member will be eligible in the election to fill the remainder of the unexpired term.

If a vacancy should occur three months or less before the next election, a temporary appointment is not required. The vacancy will be filled during the election, with the new member starting the following academic year.

III. Officers

Co-Chairs

Two members are elected by KSC to serve two-year terms as co-chairs, July 1 to June 30. The terms are staggered with a one year overlap to ensure that an experienced co-chair is in office at all times.
Duties of the co-chairs: Manage daily KSC business; oversee meetings to ensure smooth and productive operation; manage meeting agendas; serve as liaisons to the President and Senior Staff; represent KSC during grievance process deliberations and at meetings of other Kenyon groups including the Campus Senate

Co-chairs are elected at the final regularly scheduled meeting of the academic year to take office the following year. Only KSC members completing their first year on KSC are eligible to serve as co-chair.

Secretary

One member is elected by KSC to serve a one-year term as secretary, July 1 to June 30.
Duties of the secretary: Work with the co-chairs to prepare and distribute the agenda for each meeting; prepare and distribute the minutes of each meeting; coordinate official correspondence of KSC; manage the KSC website.

The secretary is elected at the final regularly scheduled meeting of the academic year to take effect the following year. Only KSC members completing their first or second year on KSC are eligible to serve as secretary.

Treasurer

One member is elected by KSC to serve a one-year term as treasurer, July 1 to June 30.
Duties of the treasurer: Prepare and distribute the status of each KSC account at each meeting; coordinate official records of funds; present budget information when requested.

The treasurer is elected at the final regularly scheduled meeting of the academic year to take effect the following year. Only KSC members completing their first or second year on KSC are eligible to serve as treasurer.

Election Coordinator

One member is elected by KSC to serve a one-year term as election coordinator, July 1 to June 30.
Duties of the election coordinator: Work with the Office of the President to recruit nominees for election to KSC; handle election procedures; notify KSC and the campus of election results; coordinate and manage the election of co-chairs, secretary, treasurer and election coordinator for the following term.

The election coordinator is elected at the final regularly scheduled meeting of the academic year to take effect the following year. Only KSC members completing their second year on KSC are eligible to serve as election coordinator.

IV. Meetings

KSC will meet at least once per month and more often as needed. This meeting may be rescheduled by the co-chairs for special meetings or to accommodate work priorities for members. Each meeting will have a substantive agenda sent to the members by the secretary. A majority vote of the full membership of KSC is required to approve any action, recommendation or resolution. Periodic reports should be distributed via email and other means to keep College employees informed about KSC agendas and activities.

All KSC discussions are confidential. Confidential information should not be discussed outside the meeting, but information sharing is encouraged without breaking confidentiality. If members, because of job assignments, cannot participate in or contribute to an issue, members may recuse themselves.

V. Amendments

Changes to the KSC Bylaws must be approved by a majority vote of the members, representing a quorum at the time of the vote. Ten days notice must be given for changes to be considered and voted upon. Amendments voted for by KSC members will be sent to the President for final approval.

VI. Subcommittees

KSC members must serve on at least one subcommittee with the exception of the co-chairs who may decide to rotate between subcommittees. Employees who are not KSC members may be invited to attend, and any employee can request to attend, subcommittee meetings. Standing subcommittees are:

Benefits and Policy

  • The benefits and policy subcommittee coordinates with the Office of Human Resources to gather feedback from and communicate with employees on issues related to benefits and employment policy. This subcommittee also assists with the review of benefits packages and employment policies as necessary. Union members may not serve on this subcommittee as their benefits are negotiated through the unions.

Communications

  • The communications subcommittee coordinates all KSC communications alongside the secretary. They respond to questions submitted by Kenyon employees and post responses to the website. The subcommittee reviews submitted questions to identify potential items for KSC as a whole to discuss.

Events

  • The events subcommittee coordinates and, working with the communications subcommittee, publicizes all KSC events.

Outreach

  • The outreach committee coordinates initiatives designed to inform, engage and connect members of the Kenyon community. Examples include an ongoing review of new employee orientation materials and creating and distributing cheer baskets.

Following the KSC elections, co-chairs should request all members’ subcommittee preferences and announce the subcommittee members at the first meeting after June 30.

In addition to their specific responsibilities, subcommittees should: select a lead member at their first meeting; meet at least once before each monthly KSC meeting; report on their activities monthly and submit a report detailing their work at the end of the academic year.

Other subcommittees may be formed as needed for special items of common interest, or at the request of the President and/or Senior Staff.

Updated March 2019