Bylaws

Updated 12/03/2025

Objective and Introduction 

This document serves as the official bylaws for the provisioning and operation of a Staff Representative Group within the Franklin College of Arts and Sciences. 

Executive Summary 

The primary purpose of the Staff Representative Group is to engage in staff advocacy, recognition, and development within the Franklin College of Arts and Sciences, as well as the University as a whole.  This group is to be made up of representative staff members from across the College, some of which will be elected to serve as members of the larger University Staff Council.  The bylaws hereafter identifies how the staff representation group will operate, establish guidelines for membership, and the decorum of operational processes. This group will work in coordination with the expectations of the University Staff Council and as defined by their bylaws.  

Section 1: Group Name 

The name of the group hereby established shall be the Franklin College Staff Representative Group, hereafter referred to as FCSRG. 

Section 2: Group Objectives 

1. To engage in matters of staff advocacy, staff recognition, and staff development within the Franklin College of Arts and Sciences. 

2. To provide a forum for the introduction of staff-related concerns to the FCSRG by staff within Franklin College; discussing these concerns as a group to determine whether an item can be resolved within the FCSRG meetings, through college leadership, or if it should be introduced to the University Staff Council group for university-level consideration. 

3. To create and facilitate methods of staff appreciation in conjunction with the Franklin College Dean’s Office. 

4. To collaborate with Human Resource groups and outside entities to identify training opportunities, ladders for career progression, and equitable compensation to enhance the careers of staff within Franklin College. 

Section 3: Membership and Elections 

1. Qualifications for Membership 

Any regular, classified staff member of the Franklin College of Arts and Sciences as defined in the University System of Georgia Human Resources Administrative Practice Manual, Section on Classification, Compensation, & Payroll, Policy on Employee Categories [version Sept. 1, 2022] and the Board of Regents Policies 8.1.2.,  who are outside of their six-month probationary period are eligible for membership to the FCSRG. 

2. Membership Representation 

The FCSRG representatives will be elected by the administrative unit and academic division Staff Representative Groups (SRGs) and from the unit’s staff members as a whole. If an administrative unit or academic division Staff Representative Group has not formed or is inactive and thus does not elect a representative to the FCSRG, the FCSRG President may call for volunteers from the area’s eligible staff members. Volunteers, upon simple majority vote (51%) of approval of the FCSRG Executive Committee, will be seated as representatives of the area as if elected by the FCSRG.  

Each administrative unit group or academic division will elect at least one member to the FCSRG. In areas with more than 30 eligible staff members, additional FCSRG representatives will be elected at the ratio of one representative for each increment of 30 eligible staff members. Refer to [Table 1] and [Table 2] in the Appendices for the calculation and apportionment of representatives. 

The number of representatives will be computed every three years or as deemed necessary by the FCSRG, using the employment statistics effective January 1 of that calendar year. The reapportionment will take place with the next election of the FCSRG representatives, such that the revised number of representatives will be seated in the June regular meeting of the FCSRG. Election cycles of administrative unit groups shall occur during even years, and academic divisions shall occur during odd years. 

Administrative Unit Groups  (Even Year) 

• Dean’s Office Administrative

• Business Services Office 

• Office of Student Academic Services 

• Office of Marketing and Communications 

• Office of Development and Alumni Relations 

• Office of Information Technology 

Academic Division Groups  (Odd Year) 

• Fine Arts Division 

• Humanities Division 

• Social Sciences Division 

• Biological Sciences Division  

• Physical and Mathematical Sciences Division  

3. Member Elections 

1. Current members of the FCSRG will be responsible for conducting elections for their office/division as part of their assigned responsibilities. 

2. Each office/division can choose to accept nominations and/or volunteers to propose candidates for election; or they can choose to conduct a secret ballot by which any eligible person may be elected. 

3. Should a candidate decline to accept the offer to represent their unit/division on FCSRG, the candidate with the next highest vote will be asked. 

4. Vacancies will be filled as they occur, with replacement representatives completing the remainder of the term. 

5. Each candidate will be required to serve a minimum two-year term, with the option to serve up to two consecutive terms with a majority FCSRG vote.   

6. Elections should take place during the month of May, with newly appointed representatives starting their term on the first business day of July each year. 

7. To avoid a majority of representatives departing in the same year, elections will be conducted on a staggered schedule with administrative unit group elections taking place on even years and academic division elections taking place on odd years. 

4. Officer Duties  

1. The FCSRG Executive Committee will be made up of 4 officers: Chairperson, Vice-Chairperson, Recording Secretary, and Parliamentarian.  

2. The Executive Committee shall meet monthly throughout the year. The Committee shall review matters affecting the general welfare of regular classified employees of the Franklin College of Arts and Sciences and shall refer such matters to the appropriate ad hoc committee for further consideration. 

3. The Chairperson will be primarily responsible for scheduling and conducting all FCSRG meetings. The Chairperson will be elected by and from the FCSRG for a one-year term of office and may not serve as Chairperson for more than two (2) consecutive years. 

4. The Vice-Chairperson will assist the Chairperson and perform the duties of the Chairperson in their absence. The Vice-Chairperson will be elected from the FCSRG to a one-year term of office and may not serve as Vice-Chairperson for more than two (2) consecutive years. 

5. The Recording Secretary will be responsible for taking minutes, maintaining records, FCSRG digital materials maintenance, and distributing information within the FCSRG. The Recording Secretary will be elected by and from the FCSRG for a one-year term of office and may not serve as Recording Secretary for more than two (2) consecutive years. 

6. The Parliamentarian will be a non-voting executive committee member and responsible for ensuring that meetings remain productive and that the policies outlined in the by-laws are followed at all times. The Parliamentarian should have experience with parliamentary procedure and must be knowledgeable of the by-laws of the FCSRG. The Parliamentarian will be elected by and from the FCSRG for a one-year term of office and may not serve as Parliamentarian for more than two (2) consecutive years.  

5. Officer Elections  

1. Elections should take place during the month of May, with newly appointed officers starting their term on the first business day of July each year and in alignment with the UGA Fiscal year. 

2. Opening positions on the FCSRG Executive Committee should be announced to the group as a whole at the March FCSRG meeting seeking nominations and/or volunteers. 

3. While nominations will be accepted during and after the March FCSRG meeting, each nominee must consent to having his/her name placed in the nomination prior to the May FCSRG meeting when elections take place. 

4. A candidate must receive a majority of the votes to be elected during the May FCSRG meeting. In the event no candidate receives a majority, a run-off election will be held between the two nominees receiving the most votes. 

6.  Appointment to University Staff Council  

1. Members of the FCSRG shall elect the UGA Staff Council representative(s) by simple majority vote. The number of representatives to be elected shall be determined in accordance with the Bylaws of the University Staff Council. 

2. UGA Staff Council representatives can consist of any member from the FCSRG.  

3. If a member of the FCSRG is serving on the University Staff Council, they will be permitted to extend their FCSRG years of service until they cycle out of their position. 

4. If an FCSRG member is unable to attend a University Staff Council meeting, it is their responsibility to find a suitable alternate to represent the FCSRG at that meeting. 

5. If an FCSRG member appointed to serve on the University Staff Council is on extended leave, they are responsible for notifying the FCSRG Executive Committee to elect a temporary replacement during the next meeting. 

Section 4: Group Meetings 

1. Meetings of the FCSRG will be held at least once every two months. The Executive Committee will establish a regular meeting schedule and communicate to the FCSRG. 

2. A special session meeting may be called by any member of the FCSRG by raising a concern to an Executive Committee member. The Executive Committee may call a special session meeting providing forty-eight (48) hours’ advance notice to all members. 

3. The Chairperson, in coordination with the Executive Committee, shall prepare the agenda for each meeting. The Chairperson shall solicit agenda items prior to finalizing the agenda. The agenda shall be distributed to all FCSRG members no fewer than five (5) business days before each regularly scheduled meeting. 

4. The order of business at regular meetings of FCSRG will be as follows: 

1. At the beginning of each meeting, the Chairperson shall present a proposed agenda. Members may move to amend the agenda prior to its adoption, and any proposed amendments shall be put to a vote. Following consideration of amendments, the agenda shall be approved by simple majority vote and shall constitute the order of business for the meeting. 

2. The presentation of the minutes of the last meeting, their corrections if any, and their approval by simple majority vote  

3. Reports of the Chairperson 

4. Reports of the Executive Committee 

5. Reports of special committees and discussion thereof  

6. Old Business  

7. New Business  

8. Adjournment 

5. The attendance of a simple majority of the voting members of the FCSRG will constitute a quorum. The FCSRG may not conduct normal business if a quorum is called and found to be lacking. Motions may be passed by a simple majority of those present and voting. The Chairperson will not have a vote unless the vote is necessary in order to break a tie.  

6. An FCSRG member who is unable to attend a meeting should send an alternate. An alternate may enter into discussion and vote after registering with the Secretary. No person can represent more than one member at a meeting. 

7. Non-members are welcome to attend all FCSRG meetings. Non-members who wish to address the FCSRG will request permission to do so from the Chairperson prior to the meeting or from presiding officers during the meeting. Any FCSRG member may move that a non-member be allowed to speak, and then the body votes on the motion to approve by simple majority. 

8. The rules contained in the current edition of Robert’s Rules of Order Newly Revised shall govern the FCSRG in all cases to which they are applicable and in which they are not inconsistent with these bylaws of the Franklin College Staff Representation Group and any special rules of order the FCSRG may adopt.  

Section 5: Amendments to the Bylaws 

The FCSRG will have the power to amend its bylaws providing such amendments to be approved by a two-thirds (2/3) majority vote of members at two successive regular meetings of the FCSRG. Proposed amendments to the bylaws will be presented in writing and will be provided to the voting members of the FCSRG ten (10) business days before the regular meeting date in which the first vote will take place. An amendment will be adopted only after receiving the required (2/3) majority vote at both meetings.