IFO
MANUAL
OF
OPERATING
PROCEDURES
The
recodification of the IFO Operating Procedures
was adopted by
the IFO Board on January 10, 1997.
Last revised
on April 25, 2008.
Bold typeface
connotes text from the Constitution.
Chapters 17,
18, and 19 pertain to matters beyond the Constitution.
TABLE OF CONTENTS
Chapter Title Page
I. NAME
II. PURPOSE
A. Purpose........................................................................................................................... 5
III. STRUCTURE
A. Structure......................................................................................................................... 5
B. Delegate Assembly.......................................................................................................... 5
C. Board of Directors.......................................................................................................... 5
D. Local Faculty Associations............................................................................................. 5
E. IFO Operating Procedures (OP).................................................................................... 6
IV. MEMBERSHIP
A. Membership.................................................................................................................... 6
B. Membership in Affiliate Organizations.......................................................................... 7
C. Suspension of Membership............................................................................................. 7
D. Dues and Financial Obligations...................................................................................... 8
E. Membership Records...................................................................................................... 9
A. Officers and Staff............................................................................................................ 9
B. Elective Officers............................................................................................................. 9
C. The Executive Committee (EC)..................................................................................... 9
D. Appointed Personnel....................................................................................................... 9
VI. ELECTIONS
AND TERMS OF OFFICE
A. Elections and Terms of Office...................................................................................... 11
B. President....................................................................................................................... 11
C. Treasurer...................................................................................................................... 12
D. Vice-President and Secretary....................................................................................... 12
E. Election of Vice-President, Secretary, and Treasurer................................................. 13
A. Duties of IFO Officers.................................................................................................. 13
B. President....................................................................................................................... 13
D. Secretary....................................................................................................................... 14
E. Treasurer...................................................................................................................... 14
VIII. IFO
BOARD OF DIRECTORS
A. Board of Directors........................................................................................................ 15
C. Directors’ Terms of Office........................................................................................... 15
D. Meetings........................................................................................................................ 15
E. Powers and Duties of the Board................................................................................... 16
A. Committees of the Board............................................................................................. 18
B. Executive Committee (EC)........................................................................................... 18
C. Standing Committees.................................................................................................... 19
D. Other Committees........................................................................................................ 23
E. Ad Hoc Committees, MnSCU
Task Forces, etc........................................................... 24
A. Local Faculty Associations........................................................................................... 24
C. Officers......................................................................................................................... 25
D. Powers and Duties........................................................................................................ 25
G. Appointments to Task Forces...................................................................................... 28
XI. THE GENERAL DELEGATE ASSEMBLY
A. The General Delegate Assembly (GDA)...................................................................... 28
C. Meetings........................................................................................................................ 29
D. Officers......................................................................................................................... 29
E. Order of Business......................................................................................................... 30
F. Certification of Delegates and Alternates.................................................................... 30
G. Committees of the General Delegate Assembly.......................................................... 30
H. Powers of the General Delegate Assembly.................................................................. 31
I. Quorum......................................................................................................................... 32
XII. RULES
OF ORDER
XIII. NEGOTIATION
AND RATIFICATION OF CONTRACT
A. Negotiation
and Ratification of Contract.................................................................... 32
B. Composition of the Negotiating Team......................................................................... 33
C. Selection of Negotiating Team Members from the Local Faculty
Associations......... 33
D. Powers and Duties of the Negotiating Team................................................................ 33
E. IFO Board Review of Contract.................................................................................... 33
F. Ratification of Contract............................................................................................... 33
G. Letters of Understanding (LOU).................................................................................. 35
H. Memoranda of Agreement (MOA).............................................................................. 35
I. Authorization of Strike................................................................................................. 36
A. Recall of the President.................................................................................................. 37
XV. REFERENDUM
A. Referendum.................................................................................................................. 38
XVI. AMENDMENTS
A. Amendments................................................................................................................. 38
XVII. GOVERNANCE
A. Governance................................................................................................................... 39
B. Relationship with MnSCU............................................................................................ 39
C. Statewide Meet and Confer (M&C)............................................................................. 39
D. Joint MnSCU/Faculty Task Forces and Committees.................................................. 40
XVIII. FISCAL
POLICIES
A. Fiscal Policies................................................................................................................ 40
B. Financial Assets............................................................................................................ 41
C. Annual Budget.............................................................................................................. 42
D. Financial Procedures.................................................................................................... 47
E. Staff Expenses............................................................................................................... 48
F. Economic Services........................................................................................................ 48
G. Legal Assistance Plan................................................................................................... 48
XIX. IFO
OFFICE POLICIES
A. Records Retention Policies........................................................................................... 50
B. Office Hours................................................................................................................. 50
C. Membership Records.................................................................................................... 51
D. Dues and Fair Share Fees............................................................................................. 51
E. Information................................................................................................................... 51
F. Vendor
Selection........................................................................................................... 52
A. Privacy of Grievances in Process................................................................................. 52
B. Public Disclosure........................................................................................................... 53
APPENDIX [STAFF
JOB DESCRIPTIONS, INVESTMENT POLICY]
A. Name
1. The name of this organization shall be the
Inter Faculty Organization of the Minnesota State Universities (IFO).
2. The organization shall be composed of faculty
members of the
A. Purpose
1. The purpose of this organization shall be to
promote the welfare of the faculties of the Minnesota State Universities and to
improve public higher education through such activities as faculty
participation in the governance of the
A. Structure
B. Delegate
Assembly
1. There shall be two forms of the Delegate
Assembly, General and Interim.
a. The General Delegate Assembly (GDA) shall
have the authority to establish policies, approve budgets, and review actions
of the IFO Board of Directors.
b. Interim Delegate Assemblies
are called, as needed, at the discretion of the Board by a simple majority vote.
c. Chapter XI C.2.a. also provides for calling
a special session of the GDA on petition of at least 20 percent of the
membership.
C. Board of
Directors
1. Subject to Section 1 of this article, the
managing Board of this organization shall be the IFO Board of Directors. The IFO
Board of Directors shall have full power to act for the IFO when the Delegate
Assembly is not in session.
D. Local Faculty
Associations
1. Members of the IFO shall also be members of
the local component university association established by the IFO and referred
to as a
E. IFO Operating
Procedures (OP)
1. The IFO Operating Procedures shall be
established by the Delegate Assembly or the IFO Board of Directors when the Delegate
Assembly is not in session. Such procedures may be augmented, revoked or
amended in a similar manner.
a. Unless otherwise provided, such action shall
require a majority vote of a quorum.
b. When an Operating Procedure requires a
two-thirds majority of the Board or GDA for adoption, it shall also require a
two-thirds majority for modification or deletion.
2. The IFO Operating Procedures shall be kept
current and maintained at the IFO office, with copies available upon request.
3.
The Executive Committee shall review the Operating
Procedures annually and report to the Board of Directors.
[Chapter III
revised per Board Motion 9/15/06].
1. The membership of the Inter Faculty
Organization shall consist of the faculty of the Minnesota State Universities
who are eligible under the appropriate legislation and the Bureau of Mediation
Services unit determinations, and who pay assessed dues.
a. All State University faculty who are included in the IFO bargaining unit and are subject to any Collective Bargaining Agreement entered into between the IFO and MnSCU are eligible for membership.
b. Faculty may choose to be members of the IFO by applying for membership and agreeing to pay dues (sometimes referred to as full dues). Only faculty who pay IFO dues are members. Faculty who pay the fair share fee are not members of the IFO.
c. Faculty who are not members shall be assessed fair share fees and shall not have all the rights of IFO members.
d. Economic services provided through the IFO shall be available to members only.
2. Application
for Membership
a. Local Associations shall be provided with membership applications by the IFO office.
b. Non-members may apply for membership at any time. If the
completed application is received by the Faculty Association on or before the
day of a scheduled vote, the new member shall be permitted to vote.
3. Continuing
Membership
a. Membership is continuing in nature until termination of employment
or resignation of membership. Upon re-employment, membership shall be
automatically reactivated.
4. Resignation
of Membership
a. A resignation of membership must be received prior to September 1,
to be effective for the fiscal year. A resignation received after September 1
of any membership year shall not become effective until the following July 1.
5. Recruitment
a. A membership drive shall be conducted in March and April, and
among new and returning faculty during fall semester. [Board motion
B. Membership in
Affiliate Organizations
1. The Board may propose affiliation or
termination of affiliation with other organizations.
2. Approval of such proposals shall require a
majority of all IFO members voting by secret ballot. Approval also requires majority affirmative
votes at a majority of all campuses voting.
[Membership 4/8/08]
C. Suspension of
Membership
1. Membership in this organization may be
suspended by a majority vote of the IFO Board for actions contrary to the best
interests of the organization after a procedure that provides due process.
a. Procedure
a1. A proposal to suspend membership must be
filed in writing with the IFO President. The proposal must include the basis
for suspension.
a2. The member about whom the suspension proposal
has been filed shall be given a copy of the proposal and given the opportunity
to provide a response.
a3. The President shall review the proposal
and response with the Executive Committee.
a4. With the agreement of at least three
members of the EC, the proposal shall be placed upon the agenda of the next
Board meeting.
a5. The written proposal and the member’s
written response shall be provided to the members of the Board in advance of
the Board meeting.
a6. The maker of the proposal for suspension
and the member whose suspension is under consideration shall be invited to
appear at the Board meeting.
a7. By majority vote, the Board may then act
to suspend the member. The Board’s
determination of what constitutes actions contrary to the best interests of the
organization shall be final.
D. Dues and
Financial Procedures
1. Dues and other financial procedures shall be
established by the IFO Board or IFO Delegate Assembly in accordance with the IFO
Operating Procedures. [Membership 4/8/08]
2. Dues
and fair share fees shall be set annually in conjunction with the adoption of
the IFO budget.
3. Membership
dues for full-time faculty members shall ordinarily be collected by payroll
deduction in 16 equal portions beginning in September and continuing through 16
pay periods. [Board Motion 4/21/06]
4. Fair share fee
a. The fair share fee shall be set at eighty-five (85) percent of th