Get Involved with the USU Staff Employee Association

Interested in getting involved with the USU Staff Employee Association? There are many roles to fill as a volunteer with the SEA. Board and Committee elections are typically held each year at the end of Spring semester, and other volunteer opportunities are also available. A service year matches the fiscal calendar, beginning July 1 and ending June 30.

Watch the SEA Board Panel Discussion on YouTube

Executive Board

Executive Board members serve from 2-3 years, depending on their position. Secretary and Treasurer serve for two years. The President Elect rotates into the President and Past President roles one year at a time, over the course of three years.

All Board and Committee members are expected to (1) attend monthly meetings, (2) report on their specific areas of concern, and (3) assist with SEA events throughout the year. They also work with their committee member (and Board members as needed) to address additional duties specific to their area.

President/Past President/President Elect (3 years)

An SEA volunteer is first elected as President Elect, where they learn the duties of the President and fill in for the President as needed for a year. The following year they serve as President, becoming Past President for their final year of service.

President 
The principal duties of the President shall be to preside at all SEA functions and meetings of the Executive Council; in conjunction with the Executive Council, the President will supervise, direct and promote the goals and objectives of the Association; serve as a representative of SEA to various university committees as appointed by USU administration and auxiliaries; attend meetings of the USU Board of Trustees; and report proceedings to the Executive Council. 

Past President 

The principal duties of the Past President shall be to attend the monthly SEA Executive Council general meetings; mentor the President in current happenings; chair the Election Committee; work with the Employee Connections Committee should a grievance committee be required; be the representative for the University Parking and Transportation Committee and the University Calendaring Committee and report these proceedings to the Executive Council. 

President-Elect 

The principal duties of the President-Elect shall be to learn the duties of the President; discharge the duties of the President in the event of her/his absence; accept and discharge such special assignments as made by the President or the Executive Council, attend Utah Higher Education Staff Association (UHESA) meetings, and serve on the Election Committee. 

Things to Consider

  • Time Commitment: year-round (18-25 hours/month as President, 15-20 hours/month as President Elect, and 10-12 hours as Past President); busy season in the Spring and early Summer; also serves on select USU committees representing SEA interests.
  • Skills Needed: communication, planning, budgeting
  • Systems Used: Outlook (calendar, email), Zoom

Vice President/Past Vice President/Vice President Elect (3 years)

An SEA volunteer is first elected as Vice President Elect, where they learn the duties of the Vice President and fill in for the Vice President as needed for a year. The following year they serve as Vice President, becoming Past Vice President for their final year of service.

Vice President 

The principal duties of the Vice President shall be to attend the SEA Executive Board and Council meetings; in conjunction with the SEA President, foster a collaborative environment with the university’s leadership and promote trust within the SEA; facilitate a campaign of engagement and through meetings communicate the goals and opportunities the SEA provides and learn how the SEA can support and align with leadership objectives.

Vice President Elect 

The principal duties of the Vice President Elect shall be to learn the duties of the Vice President; help the Past Vice President with scheduling as needed; attend all Executive Board and Council meetings; attend all university leadership meetings scheduled for the Vice President. 

Things to Consider

  • Time Commitment: year-round (6-20 hours/month as Vice President, 6-20 hours/month as Vice President Elect, and 6-20 hours as Past Vice President); busy season in the Summer.
  • Skills Needed: interpersonal skills, communication, planning, scheduling.
  • Systems Used: Outlook (calendar, email), Zoom

Treasurer (Junior/Senior, 2 years)

The Treasurer serves for 2 years (first year as Junior, then as Senior) and must have a minimum of one-year experience with the USU accounting system and have demonstrated knowledge and understanding of all accounting policies and procedures.

The principal duties of the Senior Treasurer shall be to manage all funds pertaining to SEA; keep detailed financial records of approved budgets, annual budget proposals and year-end financial reports which shall be submitted to and reviewed by the Executive Council; prepare an annual budget and submit it to the Executive Council for approval. 

Expenditures not approved in the fiscal year budget shall require approval by a majority vote of the Executive Council. The Treasurer shall have signature approval of all disbursement of monies as approved in advance by the Executive Council. In the absence of the Treasurer, the President or President-Elect may make necessary disbursements of monies. 

The Junior Treasurer shall assist the Senior Treasurer with their duties during the first year of term, and become the Senior Treasurer during the second year of term. 

Things to Consider

  • Time Commitment: year-round (6-8 hours/month) with a busy season during financial reporting periods; must meet minimum experience requirements
  • Skills Needed: budget tracking
  • Systems Used: Banner, Argos, Excel

Secretary (Junior/Senior, 2 years)

The Secretary serves for 2 years (first year as Junior, then as Senior), with primary responsibility for record keeping, Board communication and meeting scheduling.

The principal duties of the Senior Secretary shall be to keep an accurate record of the proceedings of all SEA meetings; prepare and distribute meeting agendas and minutes; prepare and distribute name cards with each member’s name and position for each Executive Council meeting; systematically and safely keep such books, papers, records, attendance and documents pertaining to the business of this Association as may be assigned by the Executive Council. 

The Junior Secretary shall assist the Senior Secretary with their duties during the first year of term, and become the Senior Secretary during the second year of term. 

Things to Consider

  • Time Commitment: 5-6 hours per month, year-round with additional time in November and May; must be proficient with the use of email and enjoy taking notes during meetings
  • Skills Needed: typing, organization, setting agendas/minutes
  • Systems Used: Zoom, Outlook, Box

Media & Communications (Junior/Senior/Incoming, 3 years)

The Media & Public Relations Committee is responsible for communicating and promoting SEA events and opportunities for all SEA members. This includes periodic news articles on things of interest for SEA members, updating the SEA website and social media (as needed), and email communication. This year, the committee will be made up of two senior members, one junior, and one incoming member. 

  • Work as the information link between the Executive Council and staff employees.
  • Work with all members of the Executive Council to get information to the Association.
  • Develop, create, and distribute to all SEA members a monthly newsletter to inform them of current issues and events.
  • Develop, create, and maintain the SEA website that reflects the most current information for the Association.
  • Develop and maintain social media and MyUSU to communicate information to the members.
  • Collect member comments submitted through various media and distribute them to the SEA President and appropriate committee chair.
  • Publicize activities or events that are employee related including but not limited to employee recognition, development and awards.
  • Document events with photos or other media to be used as needed.
  • Support other committees when needed for special functions. 

Things to Consider

  • Time Commitment: year-round (6-8 hours/month)
  • Skills Needed: writing, organization
  • Systems Used: Modern Campus CMS (website management), Banner Communications Tool (monthly emails), YouTube (to upload videos from SEA events and arranging captioning through 3PlayMedia to meet USU accessibility requirements), basic Qualtrics (familiarity with these tools is helpful, but can be taught to the successful candidate)

Committees

Each committee consists of a senior and a junior members. Members generally serve for two years, one year as the Junior member and one year as the Senior member, however, Benefits, Welfare & Policy also includes an incoming committee member and service is for three years. This timeframe may vary if a committee member steps down and someone is appointed to fill their remaining term. In addition to the specific areas of responsibility, all Board and Committee members work together to carry out SEA events throughout the year.

Benefits, Welfare & Policy Committee (Junior/Senior/Incoming, 3 years)

The Benefits, Welfare & Policy Committee consists of an incoming, Junior, and Senior member who rotate through the roles over a three year period to meet the requirements of the USU Benefit Advisory Committee.

You will work with HR for the better understanding of staff benefits, salaries, and support HR in providing for the general welfare of staff, as well as inform staff of standing and upcoming University policies. 

  • Send out policy updates and policies from the University policy library each month in the newsletter.
  • Work with the HR liaison to share out with staff about current benefits as well as support the USU Benefit Advisory Committee as needed. 

Things to Consider

  • Time Commitment: year-round (4-6 hours/month for three years) with a busy season during the Winter; includes serving on the USU Benefit Advisory Committee
  • Skills Needed: familiarity with benefits and HR processes
  • Systems Used: Work, Zoom

Employee Connections (2 years)

Serve as a resource for all workplace issues. Provides information to SEA employees that promotes awareness and involvement in the SEA and USU as a whole. This year, the committee will be made up of one senior member and one junior member.

  • Welcomes and invites new hires to participate in the SEA and provide information about USU and the benefits of the workplace.
  • Work with the Past-President on matters concerning grievance committees.
  • High-light teams across the state fostering a community of belonging throughout the statewide system.
  • Monitoring a slack channel for networking and mentorship. 

Things to Consider

  • Time Commitment: year-round, 6-7 hours per month for meetings, collaboration with other committees, welcoming new SEA members and SEA activities. 
  • Skills Needed: desire to help, written communication
  • Systems Used: Outlook (email), Zoom

Employee Development (2 years)

Promote, organize and coordinate professional and technical development for the staff employees through workshops and informational programs. Organize and present special functions that celebrate the staff employee experience. 

  • Organize forums or workshops to be presented throughout the year to promote employee education, promotion and wellness utilizing the campus wellness program.
  • Partner with HR to provide support on staff professional development opportunities, in amplifying already existing development opportunities and coordinating the presentation of their own training.
  • Provide assistance to the Outreach and Events committee for the Professional Development conference.
  • Work with Scholarship and Fundraising committee to promote and organize events to enable donations to the SEA scholarship fund.
  • Support other committees when needed for special functions. 

Things to Consider

  • Time Commitment: year-round (5-6 hours/month) coordinating professional development events throughout the year, typically one each month
  • Skills Needed: interpersonal skills, Zoom meeting creation/scheduling (including registration and recording set-up), Zoom facilitation (chat functions, mic/sounds and sharing troubleshooting), Qualtrics general knowledge
  • Systems Used: Zoom, Qualtrics, Excel

Employee Recognition (2 years)

Recognize outstanding staff employees through selection of an employee of the month. An employee of the year will be chosen by a vote of the SEA membership from the employees of the month selected during the calendar year. 

  • Solicit nominations for employee of the month, collect nominations and track nominations and awardees. Present employee of the month award to the individuals selected after a subcommittee ranks nominations received that meet the following criteria:
    • Less than one year from date of nomination
    • Employee has not been selected as an employee of the month within the last three years
    • Employee has been employed for more than one year at Utah State University
  • Report employee of the month awardees to the SEA Treasurer who will coordinate a one-time monetary payment or other award as determined by the SEA Executive Committee and budgetary allowances.
  • Provide information on awardees to the Media and Communications committee chair so that employee of the month and year information can be included in the SEA newsletter and on the SEA website.
  • Coordinate with the Employee Development committee to provide recognition information at a public SEA event.
  • Current SEA Executive Council members are not eligible for this award.
  • Support other committees when needed for special functions. 

Things to Consider

  • Time Commitment: year-round (4-5 hours/month with extra time in April/May to coordinate the award of the Employee of the Year)
  • Skills Needed: communication, organization, writing
  • Systems Used: Outlook (email), Zoom

Scholarship and Fundraising (2 years)

The Scholarship and Fundraising Committee is responsible for promoting, evaluating, and awarding SEA Employee scholarships and professional development awards each year, working with USU's ScholarshipUniverse software. They also encourage SEA members and others to donate to the SEA Scholarship Fund.

Promote, facilitate, organize and recognize staff employees’ needs for further education of themselves or eligible family members. 

  • Work with Employee Development committee to promote and organize events to enable donations to the SEA scholarship fund.
  • Be a point of contact for Development Officers who have donors interested in supporting USU staff members.
  • Work in tandem with Vice Presidents as they visit deans and VPs across the university to in nurturing potential donor relations.
  • Solicit applications for scholarships for employees.
  • Evaluate and notify Executive Council of the spendable amount that is in the scholarship fund.
  • Determine and propose to the Executive Council for approval the number and dollar amount of scholarships to be given in the fiscal year.
  • The full Scholarship and Fundraising Committee shall evaluate applications for scholarships and determine recipients.
  • Notify recipients of awards.
  • Recognize recipients at a public SEA event, e.g. banquet, social or special award presentation.
  • Work with SEA Treasurer for accounting of and access to fund amounts.
  • Work with Scholarship Office in Financial Aid for the award of scholarship to recipients.
  • Support other committees when needed for special functions. 

Things to Consider

  • Time Commitment: year-round (5-6 hours/month) with a busy season (extra hours) in Fall and Spring when scholarships and professional development award applications are evaluated
  • Skills Needed: communication, detail-oriented
  • Systems Used: Qualtrics, ScholarshipUniverse

Outreach & Events Committee (2 years)

Promote, organize, oversee, and execute a diverse range of events throughout the year. Carefully designed to enhance work-life balance and overall well-being of staff. 

  • Work with event services to provide buildings, rooms, food, etc. for the different events planned and executed by the SEA. 
  • Collaborate with the Development, Employee Connections, Scholarship, Employee Recognition, and Statewide Extension committees to strategically plan and organize the Development Conference.
  • Scheduling Buildings, Rooms and Food
  • Create and monitor proposal surveys 
  • Create schedule of presenters for the conference 
  • Plan the annual Gratitude Gathering and other social events such as networking events, Logan Aquatic Day, Family Day on the Quad, Tubing at Cherry Peak and assisting with special university activities.  
  • Collaborate with additional SEA teams such as Connections, Employee Recognition and Statewide to ensure that events run smoothly and efficiently. 
  • To reduce the quantity and ensure the quality of communication from SEA to its membership, notice of events not sponsored by a Utah State University organization will not be shared through official SEA channels. 

Things to Consider

  • Time Commitment: year-round (5-20 hours/month depending on events, and including Staff Conference) coordinating activities throughout the year.
  • Skills Needed: interpersonal skills, strategic planning, organization, networking, communication.
  • Systems Used: Zoom, Qualtrics, Excel

Statewide Campus & Extension (2 years)

The Statewide Campus & Extension Committee (1) represents the concerns of the Statewide Campus and Extension offices around the State and (2) encourages SEA participation among the Statewide Campus and Extension offices (excluding USU Eastern which has a separate staff employee association and activities). The volunteers who fill these roles need to come from a Statewide Campus or Extension office. Board meetings are broadcast via IVC and will be arranged to accomodate committee member campus locations.

Duties include:

  • Attend SEA board meetings (exec and general)
  • Attend SEA/Statewide Coordination meeting (monthly)
  • Take an active lead in the monthly SEA/Statewide Coordination meeting and lead coordination and communication to Statewide and Extension (based on affiliation)
  • Attend the SEA conference planning meetings
  • Liaison between campus SEA coordinators/leads and SEA President
  • Bring information from SEA to campuses/Extension
  • Bring information from campuses to SEA 

Things to Consider

  • Time Commitment is year-round (8-10 hours/month); no travel is required
  • Skills Needed: communication, making connections, time management
  • Systems: Outlook (email), Zoom, Qualtrics

USU Eastern Chapter

The USU Eastern campus hosts an SEA Chapter with officers and committee members. Elections for those offices are handled by the chapter. You can learn more about those offices and committees on the USU Eastern Chapter page.

Declare Your Candidacy or Encourage Someone to Run

You can learn more about how to declare your candidacy, or encourage someone you know to run, by visiting our open candidacy information page.

SEA Volunteer Roles