Bylaws of the College Association for Staff in Engineering (CASE) at Virginia Tech, Blacksburg, VA
I. The purpose of CASE is to:
Consider policies and all matters concerning Engineering Classified Staff, University Staff, and non-student wage employees (herein referred to as “Staff”) and to bring these matters to the attention of the dean and, when relevant, the University.
Facilitate communication among Engineering Staff and College and University administrators.
Provide staff with leadership opportunities through the shared governance structure of the University.
Solicit and encourage staff participation in the success of the College of Engineering and the University.
Provide representation on the Staff Senate and the Commission on Staff Policies and Affairs (CSPA), University Council, commissions, and committees.
CASE membership shall consist of staff in the College of Engineering. The Executive Board shall consist of at least two, and not more than four, representatives from each of the areas in the College of Engineering. Areas are herein defined as departments, Centers, and general administrative units.
III. Officers and Duties:
1. The governing body shall be known and referred to as the Executive Board. The Executive Board shall consist of a Chair, Vice-Chair, Secretary/Treasurer, Communications Specialist, three-year term Staff Senators, and elected Representatives from each of the areas.
2. Staff Senate elects staff to serve on the CSPA. Should a member of the CSPA be elected from one of the College of Engineering areas, that person shall also be a member of the Executive Board during his or her term on the CSPA.
3. Should any staff within the College of Engineering be elected or appointed to University Council, a Commission, a University or Administrative Committee, the Advisory Council for Budget and Planning, or University Task Force, that person shall also be a non-voting member of the Executive Board during his, or her, term of service. This will facilitate communication between the Commissions and Committees and CASE members.
B. The Chair shall:
Preside at CASE meetings.
Call special meetings when necessary.
Keep the Executive Board and the Dean informed of pertinent issues.
Appoint committees and subcommittees, as necessary, to carry out the work of CASE.
Inform the President of Staff Senate of the list of Senators, Senate Alternates, and CASE officers in July each year.
The outgoing Chairperson shall remain accessible to the new Chairperson as a resource for one month at the discretion of the new Chairperson. This would be a non-voting position.
C. The Vice-Chair shall:
Assume the duties of the Chair when necessary and shall be the principal assistant to the Chair.
Coordinate requested programs.
Serve as chair for the nomination and election of officers.
The outgoing Vice-Chairperson shall remain accessible to the new Vice-Chairperson as a resource for one month at the discretion of the new Vice-Chairperson. This would be a non-voting position.
D. The Secretary/Treasurer shall:
Keep minutes of all meetings and distribute them to the Executive Board and the Dean prior to the next meeting.
Inform Area Representatives of meetings.
Take attendance at each meeting.
Keep the membership list current, and always know the number of members needed to allow quorum to be determined.
Be responsible for notifying the Area Representatives in writing after 2 consecutive absences.
Keep the treasury should one be deemed necessary or appropriate.
The outgoing Secretary/Treasurer shall remain accessible to the new Secretary/Treasurer as a resource for one month at the discretion of the new Secretary/Treasurer. This would be a non-voting position.
E. The Communications Specialist shall:
Collect and store all newsworthy items about CASE. This shall include pictures of each year’s Executive Board, pictures from events throughout the year, and any other pertinent items or invitations.
Maintain and update the CASE website and social media sites.
Create flyers for all coordinated events.
F. College of Engineering Staff Senators shall:
Serve as College spokesperson and representative at all Staff Senate meetings.
Be willing and able to devote a minimum of 2 hours per month for shared governance activities.
Report back to Executive Board of CASE on Staff Senate business.
Ensure that an alternate Staff Senator attends Staff Senate meetings in the event the Senator cannot attend.
G. The Area Representative shall:
Attend CASE meetings or ensure his, or her, area is represented at meetings.
Disseminate information to and discuss concerns with staff in his, or her, area.
Carry forth concerns, polling information, etc., to CASE.
Refer individuals with concerns that do not affect staff as a whole to the proper source.
IV. Election Procedures and Terms of Office:
A. Election of Area Representatives:
Each area in the College of Engineering shall be responsible for electing or appointing representatives during the first week of June. New Area Representatives shall assume responsibilities on July 1.
Each area shall elect or appoint at least two representatives and may elect or appoint up to four representatives. In the event an area is not represented, the Executive Board may appoint a representative from that area.
Centers may have the option of electing/appointing a representative or being represented by an Engineering Department if the Center is closely aligned with an Engineering Department.
Each area shall submit to the Chairperson of CASE the name(s) of the representative(s) by July 1.
In the event of a vacancy in an area, the area shall take action as deemed necessary to either fill the vacancy or leave it vacant. The decision shall be conveyed to the Executive Board.
Each CASE representative will be included on the CASE Executive Board.
Each represented area shall have one vote on any matters needing a vote. CSPA representatives will also have one vote. Each area will also have at least one alternate to represent their staff in the absence of the representative(s). The alternates are strongly encouraged to attend and participate in as many meetings as possible.
B. Election of Executive Board Officers:
An annual election of the Executive Board Officers shall be the responsibility of the newly-elected Area Representatives.
The current Vice-Chairperson shall oversee nomination and election of officers.
Election shall be at the June meeting and shall be by secret ballot.
Newly-elected officers shall assume responsibilities at the end of the July CASE meeting.
There will be no restrictions on term limits for Area Representative or Elected Board Officers.
In case of a vacancy of office, the Area Representatives will elect a replacement from their number. The replacement will serve until the annual election of officers is held.
C. Election of Staff Senator:
An annual election of one three-year term Staff Senator and, at least one, one-year term alternate Staff Senator shall be the responsibility of the Executive Board from the current membership of the staff in the College of Engineering.
The current Vice-Chairperson shall oversee nominations and election of the Staff Senator.
Election shall be at the February meeting and shall be by secret ballot.
The newly-elected Staff Senator shall assume responsibilities on March 1.
In case of a vacancy of one of the Staff Senate posts, the alternate Staff Senator will serve until the Executive Board elects a replacement. The replacement will serve the remainder of the vacated three-year term.
The Chair of the Executive Board shall submit to the President of the Staff Senate the name(s) of the elected/alternate Staff Senator(s) no later than March 31.
The Executive Board shall meet the 2nd Tuesday of each month, or as the need arises. There will be a general meeting of all Staff in the College of Engineering and the Dean annually. In addition, the Dean of Engineering shall meet at least once annually with the CASE Executive Board.
VI. Conducting Business:
A. A simple majority shall constitute a quorum for handling business. The Secretary/Treasurer shall determine the quorum at each meeting. Quorum will be based on Executive Board “people” numbers, not the number of department
B. A simple majority of the members present shall carry a motion except on a motion to amend the By-Laws. In this case, a vote will be submitted to the full membership, and be ratified by the Staff Senate.
C. Votes may be by acclamation or show of hands unless a member requests a secret ballot vote.
D. Proxy vote will allow one member to cast a vote for another absent member provided the absent member has forwarded written permission and the name of the proxy voter to the Executive Board prior to the meeting.
E. Roberts Rules of Order will be consulted in the event that an orderly and courteous procedure is not maintained.
F. Meetings are open to observers or visitors at the discretion of the Executive Board, but they shall not be allowed to vote.
Ad hoc committees shall be formed as deemed necessary. Each committee formed shall keep a full record of its activities and present this record to the Secretary/Treasurer at the termination of the committee’s responsibilities. The chair of each committee shall keep the Executive Board informed of its activities and shall report to the Executive Board as deemed necessary by the Chair of the Executive
VIII. Annual Events:
A. Annual Staff Recognition and Dean’s Award Ceremony
Each spring, the Dean of Engineering hosts the Annual Staff Recognition and Dean’s Awards Ceremony. This event replaces the May CASE meeting.
Two Exemplary Employee of the Year awards are given out each year. Any College of Engineering staff with at least one year of service to the College is eligible for this award. The awards are given to one technical and one administrative support staff employee. The Dean’s Award consists of a certificate and a monetary award letter from the Dean is sent to the awardees, their supervisors, and/or department head.
One Virginia Louise “Jenny” Frank Award is given out each year. This top award recognizes an outstanding staff member in the COE with a plaque and a large monetary award. This generous award has been funded by Dr. Theodore S. and
Brenda Rappaport in Jenny’s memory. Jenny was a co-worker and friend to the Rappaports. She worked for over 20 years at Virginia Tech in the Mobile and Portable Radio Research group under Electrical and Computer Engineering, where she was a Public Relations Specialist.
B. Philanthropy and Community Service
The Executive Board shall coordinate at least one philanthropic activity annually.
The Executive Board may also coordinate community service activities for all staff within the College.
By-Laws ratified at CASE Meeting, November 13, 1990.
Proposed changes to the By-Laws discussed at September 1991 CASE Meeting.
Proposed changes to the By-Laws, March 2001.
By-Laws updated, April 2001. Bylaws updated on March 26, 2007
Bylaws ratified on May24, 2007 by Staff Senate with one change to be made to section
Vl.ltem B Conducting Business change it FROM: A simple majority of the members
present shall carry a motion except on a motion to amend the By-laws; In this case, a
vote will be submitted to the full membership. TO: A simple majority of the members
present shall carry a motion except on a motion to amend the Bylaws. In this case, a
vote will be submitted to the full membership and be ratified by the Staff Senate.
Bylaws ratified on June 12, 2007 by CASE
Current version approved by CASE Executive Board on DATE September 11, 2018.