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staff advisory senate

 I. Background and Definition

“A bylaw is made by a non-governing body, which derives its authority from a governing body (HR), and can only be made on a limited range of matters.”

The Staff Advisory Senate (SAS) was established as the result of a long-felt need on the part of Office and Clerical Staff for a voice in the Boston College community. Prior to December 1979, The Staff Advisory Senate was known as the Office and Clerical Advisory Council (OCAC).

The SAS is made up of representatives elected to represent the interests of support staff on campus. It acts as a liaison between the administration and support staff, presenting to the administration proposals that would benefit support staff, and communicating to the staff the objectives and policies established by the University.

The SAS provides the Administration with the opinions, priorities, and concerns of members of the support staff; therefore representatives shall keep in constant contact with their group. When a consensus is reached, positive steps shall be taken by the SAS to inform the Administration and to work toward implementing the results.

All Representatives and Alternates shall read and be familiar with the current SAS By-Laws.

II. Representatives and Alternates

A. The SAS shall consist of representatives and alternates for every building/unit on the Main Campus, Newton Campus and Brighton Campus consisting of support staff. Allowing for differences is building/unit size; a ratio of one (1) representative and one (1) alternate per 20-25 employees shall be established.

B. Representatives and alternates shall be elected yearly during the month of May with results being mailed to the Secretary by June 1st.

C. Representatives shall be elected in each unit according to the guidelines established by the SAS Officers.

D. If a representative must leave his/her position before the term has ended, his/her alternate will assume the representative position. A new alternate will be elected using the procedures of election as determined by the SAS Officers.

E. It shall be the representative’s responsibility to send his/her alternate when he/she cannot attend a meeting. Alternates are invited to attend all SAS meetings. If neither member can attend, either person shall contact an officer to inform them of the absence. Attendance at monthly meetings is expected.

F. Provisions shall be made for interested non-elected support staff to attend SAS meetings as non-voters when convenient to both the SAS and the individual’s supervisor.

G. When a representative is informed of a new employee in his/her building/unit, the representative shall make him/herself known to that person.

III. Policies and Procedures

A. The SAS shall meet once a month on designated Thursdays, unless the room is unavailable and an alternate day is substituted. (The meeting day may be changed by a vote of the SAS).

B. A quorum of a majority of representatives or alternates acting in place of an absent representative must be present at a meeting to carry out the business of the SAS.

C. A majority of those members present must be achieved for a motion to pass.

D. Alternates do not have the power to vote, except in lieu of their representative. Alternates may serve on SAS committees.

E. In March, nominations will be accepted for the positions of President, Vice-President, and Secretary.  Nominees must be present to accept.  Ballots will be printed and presented at the April meeting and the President, Vice-President and Secretary shall be elected by a majority vote.

The President, Vice-President, and Secretary will be elected on a bi-annual basis (2 year term) and may not hold office for more than two (2) consecutive terms.

1. President

  • The President shall preside over each meeting, directing the discussion from topics on the meeting agenda.
  • The President shall call for the SAS to vote on issues.
  • The President shall endeavor to ensure the SAS decisions are implemented.
  • The President shall appoint subcommittees when necessary.
  • The President shall notify building/unit representatives of new employees in their areas.

2. Vice President

The Vice President shall, in absence of the President, preside over the meeting and assume all of the responsibilities of the President.

3. Secretary

The Secretary shall take the minutes of each meeting. A draft of the minutes shall be returned to the President and Vice President for approval before distribution. Copies of the minutes will be emailed to all representatives and alternates, who in turn shall distribute them to their representative group.

F. The agenda will be drawn up prior to the SAS monthly meeting by the President, Vice President, and Secretary. Topics shall be submitted by SAS members.

G. If a representative is absent four or more meetings, he/she may be removed from his/her seat by a 2/3 vote of the SAS after the individual has been notified in writing and the situation has been carefully reviewed by the current officers.

H. These By-laws may be changed or amended by a 2/3 vote of the SAS.