Revised November 17, 2011
Bylaws Governing The Professional Employees Governance Board
of Stony Brook University
These Bylaws shall govern the operations of the Professional Employees Governance Board (PEG Board) of Stony Brook University as constituted and mandated by the University Senate, the Policies of the Board of Trustees and by the Constitution and all amendments thereto.
The Professional Employees Governance Board (PEG Board) is the point of contact for all official communication between professional employees at Stony Brook University, the University Senate and the academic unit senates.
These bylaws govern the procedures for election of professional employees to the academic unit Senates/University Senate, to academic unit Senate and University Senate standing committees, and to other committees as appropriate. These bylaws supersede and replace any previous bylaws pertinent to professional employees.
The PEG Board is composed of:
(a) professional employees who have been elected and/or appointed as senators to the University Senate and/or academic unit senate (b) professional employees who have been elected and/or appointed to University or academic unit senate standing committees or other committees, as appropriate
Constituency: All professional employees of Stony Brook University in positions that carry no designation of academic rank. Ex officio members of the Senate, interns, residents, post-doctoral fellows, and students are excluded from the professional employee constituency.
Academic Units: (1) Arts & Sciences Senate constituencies (including College of Arts and Sciences (CAS) departments and programs, the School of Marine and Atmospheric Sciences (SoMAS) , the Libraries, School of Professional Development (SPD), and the School of Journalism, Provost's Office, and the Graduate School; (2) The College of Engineering and Applied Sciences (CEAS), including Harriman College (3) and the East Campus Units defined as the Health Sciences Center at Stony Brook (Schools of Dentistry, Nursing, Social Welfare and Health Technology and Management), the Stony Brook University Medical Center (University Hospital and the School of Medicine) and the Long Island State Veterans' Home.
Non-Academic Units: Any unit that does not report to an academic officer of the university including, but not limited to: (1) the Division of Information Technology; (2) Office of the Vice President for Facilities and Services; (3) Office of the Vice President for Finance , (4) Enrollment Management, (5) Department of Athletics, (6) Vice President for Student Affairs.
Academic Unit Senates: The Arts & Sciences Senate (A&S Senate), the Health Sciences Center Senate (HSC Senate), and the College of Engineering and Applied Sciences Senate (CEAS Senate).
Constitution: The Constitution of the Professional Employees Governance Board (PEG Board) of Stony Brook University, all its amendments and bylaws.
IV. Officers and Election Procedures
A. The PEG Board shall elect one chair from among east campus professionals and one chair from among the west campus professionals. A secretary from either east or west campus will also be elected. Each chair nominee shall have served on the PEG Board for at least two years within the last five years to be eligible for nomination. PEG Board co-chairs and the secretary may be from academic or non-academic units.
B. The first PEG Board meeting of the fall semester of the academic year shall be convened by the co-chairs.
C. PEG Board Officers shall have a term of two years and shall be filled by elections to be held three weeks after the last meeting of the Spring semester. The Co-Chair for the west campus shall be elected in even years and the Co-Chair for the east campus shall be elected in odd years. The Secretary shall be elected in even years.
D. At the last meeting of the PEG Board in the Spring semester, the convening chair(s) shall announce elections and a call for nominations of all offices to be filled and request nominations.
E. PEG Board members may nominate themselves or other members of the PEG Board. Nominations may be submitted orally at the PEG Board meeting or transmitted by e-mail to the convening co-chair(s) within five business days and shall include the nominee's name, area or department, and telephone number.
1. The Co-Chairs will notify the nominees
F. All nominees must respond by e-mail to the convening co-chairs within five business days, either declining or accepting nomination. If accepting nomination, nominees shall agree to serve if elected.
G. Convening co-chairs shall distribute the names of all nominees and offices to the PEG Board membership by e-mail no less than five business days prior to the election meeting.
H. Elections shall occur three weeks after the announcement of elections to be held.
I. At the scheduled election meeting, a ballot listing all nominees for all offices shall be presented to the PEG Board and nominations shall be closed. Voting shall be by secret ballot with a majority of PEG Board members present. Ballots shall be counted by the convening co-chair(s) or the designee(s) and results reported by email to the members of the PEG Board.
J. The newly elected officers will formally begin office the first day of the Fall Semester.
K. If a PEG Board officer steps down during his or her two year term, or a vacancy exists, the officers of the PEG Board shall appoint a replacement for the remainder of that term.
V. Distribution of Senate Seats
A. The number of professional employee senators (currently 15% of the number of faculty senators) is determined in the constitution of the University Senate
B. At the beginning of each spring semester the Co Chairs of PEG Board will request that the Secretary of the University Senate inform them of the number of faculty senators from each of the academic units so that the number of professional senators can be determined for the next academic year. Professional senators from each academic unit will number the currently established 15% of the faculty senators from that academic unit, with a minimum of two professional employee senators from each academic unit.
C. If a vacancy for a senator or member of any senate standing committee occurs, the PEG Board Committee on Appointments and Elections (CAE), described below, will select alternative representation for this position in accordance with the bylaws.
D. Election procedures carried out by the CAE shall be made public by means of a statement submitted by the PEG Board to the Secretary of the Senate and to the university community, if requested.
VI. Qualifications for Senate and Committee Seats:
A. Senate Seats:
University Senate seats allocated to Arts & Sciences: Professional employees from the A&S Senate Constituencies or from any non-academic unit not considered part of the CEAS or HSC
. University Senate Seats allocated to the HSC: Professional employees from HSC/Stony Brook University Medical Center: East Campus Units defined as the Health Sciences Center at Stony Brook (Schools of Dentistry, Nursing, Social Welfare and Health Technology and Management), the Stony Brook University Medical Center (University Hospital and the School of Medicine) and the Long Island State Veterans' Home.
B. Committee Seats
University Senate seats allocated to CEAS: Professional employees within the CEAS academic unit, including the Harriman School.
A&S Senate committee seats: Professional employees from the A&S Senate Constituencies
University Senate standing committee seats: Professional employees from any academic or non-academic unit, unless the committee specifies otherwise.
VII. Election Procedures for Senators and Committee Members
A. All elections will be coordinated and run by the PEG Board's Committee on Appointments & Elections.
B. The CAE shall be composed of one member from an academic unit, one member from a non-academic unit, and the PEG Board officers.
C. The CAE shall keep an up-to-date list of professional employees who are interested in serving on campus and senate committees.
D. When requested, the CAE shall present a list of suggested names of professional employees for appointment to ad hoc, presidential and other committees. This list will be presented to the entire PEG Board for approval, if possible, or be reviewed and forwarded by the PEG Board co-chairs alone if limited time precludes consultation. For search committees at the level of vice president and above, the CAE shall recommend a minimum of two professional employees.
E. Elections will be held at the same time for University senators and for members of academic unit and University Senate standing committees.
F. Nominations: Timeline for nominations will mirror the University Senate Calendar for Elections as defined in the University Senate By-Laws. Nominees must be professional employees as designated by Human Resource Services. Senate positions will be listed by academic unit to insure that nominations for academic unit senate seats and academic unit committees are made only by members of that academic unit. Additional nominations may be made by the CAE for all vacancies for which there are fewer than two nominees. The CAE must confirm that nominees are willing to serve. No individual may be nominated for more than two positions in any given year
G. Elections: Electronic balloting will mirror the University Senate Calendar for Elections as defined in the University Senate By-Laws. Tabulations will be returned to the Secretary to the University Senate. Each professional employee may vote for as many senators as there are openings in his or her academic unit. Each academic unit will have a separate ballot to insure that professional employees are electing senators from their individual units. For each seat to be filled, the ballot will include the incumbent's name.
H. Ballots will be reviewed by the CAE in the presence of the secretary to the University Senate.
I. The co-chairs of the PEG Board will notify the successful candidates, the electorate, the secretary of the University Senate and individual unit senates of the results of the elections
VIII Procedures for Replacing Senators and Members of Senate Committees between Elections
A. If a senator or a senate committee member resigns, requests a leave of absence, or fails to serve in his or her elected capacity (with failure to serve defined as no participation on the senate standing committee or in the senate for three consecutive meetings), the CAE will determine whether there had been other nominees for that seat in the election in which the incumbent was elected. If there had been other nominees, then the CAE will ask the person receiving the next greatest number of votes for that seat if he/she would like to fill the vacancy. If that person declines to serve, the next person in rank order shall be contacted and so on down the list until the vacancy is filled. In the event of a tie, the CAE will decide how to break the tie. In the event that no one from the ballot agrees to serve, the CAE shall name a replacement. The replacement shall serve for the remainder of the academic year (or the duration of the leave, if it is less than one year).
B. If the term for this seat continues beyond the current academic year, the appointee may (at the next regular election for senators and members of Senate committees) stand for election to complete the remainder of the term.
IX. Review and Amendments of these Bylaws
A. The PEG Board shall establish a By-Laws Task Force every five years to review and solicit any recommendations for potential amendments which conform to Article IX of these By-Laws. The Task Force will be composed of PEG Board members appointed by the Co-Chairs.
B Amendments to these bylaws may be initiated by majority vote of the PEG Board or by petition of 10% of the general membership
C. Proposed amendments must be submitted to the elected Secretary at least 10 days prior to a regular or special meeting of the PEG Board. They will be circulated to the membership at least 5 days prior to the scheduled meeting
D. Within five business days after the meeting at which amendments were proposed, all members will be emailed ballots to the members' official campus email addresses. All ballots must be returned by campus email to the office of the Secretary to the University Senate within 10 business days of mailing and shall be counted within two business days from the date the ballots were due.
E. Amendments shall become a part of these Bylaws if approved by two-thirds of the PEG Board members voting
F. Amendments shall be effective immediately unless specifically worded otherwise.