Administrative and Professional Staff Assembly Records, 1970-2018

SUBGROUP AND SERIES DESCRIPTIONS

SUBGROUP I. Council, 1974-2018 (2.18 linear feet)

Series 1. Minutes, Agendas, and Supporting Documents 1974-2008 (0.6 l.f.)

The minutes are arranged chronologically and document the order of business in the Council meetings. There are no minutes for 1976, 2005, or 2006. Many other years are missing minutes for certain months.

Series 2. Correspondence, 1974-2008 (0.4 l.f.)

This series is arranged chronologically and includes all letters and memoranda sent or received by the chairperson or by the Council as a whole. Principle subjects include grievance procedure, employee benefits, and classification of employees.

Series 3. Annual Reports, 1983-1984, 1986 (0.02 l.f.)

Annual reports of the chairperson summarize and inform the Assembly of the Council’s activities and achievements during the previous year. They are arranged chronologically.

Series 4. Committees, 1974-2018 (1.16 l.f.) (some materials restricted)

Records in Series 4 are arranged alphabetically by committee title. They document the activities of the Benefits, Campus Relations, Elections, Employment Conditions, Grievance, Orientation, Professional Development, and Program Committees. Also included is a general file on committee membership.

SUBGROUP II. Assembly, 1970-2017 (1.12 l.f.)

Series 1. Minutes, 1974-2013 (0.02 l.f.)

Minutes are arranged chronologically and record the order of business and discussion at meetings of the Assembly.

Series 2. Correspondence, 1970-2004, undated (0.18 l.f.)

Series 2 includes letters and memoranda created or received by the A&PS Assembly. Correspondence is arranged chronologically.

Series 3. Reports, 1977-2001 (0.02 l.f.)

This series contains several reports on salaries of administrative and professional staff, and a report of a visit to Oberlin College by the Commision on Institutions of Higher Education of the North Central Association of Colleges and Schools.

Series 4. Organization, 1974-2017 (0.41 l.f.)

Series 4 consists of documents pertaining to the organization and functions of the Assembly. It includes the original Statement of Purpose written in 1974, drafts of the by-laws, drafts of the A&PS, budget information, and membership lists.

Series 5. Subject Files, 1972-2004 (0.49 l.f.) (some materials restricted)

Subject files in this series are arranged alphabetically and include information on campus issues, classification, evuluation processes, hiring, OCOPE, salary and benefits, and several surveys of members of the Assembly.

The “Administrative and Professional Staff” (A&PS) classification was initiated in 1971 by the merger of “administrators” and “executive assistants” into a single employee classification scheme. In 1974, a steering committee was created out of that body of Oberlin College employees to establish a respresentative assembly. The purpose of that Assembly, comprised of all A&PS personnel, is to “promote the professional development of its constituent membership and provide a forum for the discussion of important issues related to the Administrative and Professional Staff.” According to its bylaws, the A&PS Assemby “participates actively in matters of college decision-making, administration, and governance.”

An executive Council governs the Assembly. The Assembly elects either three or four Council members each year so that a total of seven elected members of Council are serving two-year terms at any given time. In addition, Council may appoint up to seven additional members of Council in order “to assure diverse representation.”

The Council elects for one-year terms a chairperson, vice-chairperson, secretary, and any additional officers deemed necessary.  The chairperson presides at meetings of the Assembly and of the Council, submits an annual report to the Assembly on the activities of the Council, appoints standing and ad hoc committees in consultation with the Council, and has the authority to call special meetings.  The vice-chairperson presides in the absence of the chairperson, coordinates the standing and ad-hoc committees, and carries out any other duties assigned by the chairperson.  The secretary records and maintains minutes of the Assembly and the Council and carries out the correspondence of both bodies.

While the Council is free to create ad-hoc committees, the 1986 revision of the bylaws of the Assembly mandates six standing committees—Grievance, Conditions of Employment, Elections, Social and Programming, Orientation, and Professional Development.  Except for the Grievance Committee, whose five members are elected by the Assembly, committees are made up of volunteers or members who, through consultation with the vice-chairperson, are requested to serve.  The Grievance Committee hears grievances brought by members of the Assembly and administers the Grievance procedure.  The Conditions of Employment Committee examines matters relating to the employer-employee relationship between the college and members of the administrative and professional staff and makes the appropriate reports and recommendations to the Assembly and the college.  The Elections Committee administers Council elections in accordance with Article V of the bylaws, elections to the Grievance Committee, and votes on recommendations to amend the bylaws.  The Social and Programming Committee oversees social events, while the Orientation Committee provides information to new members.  Finally, the Professional Development Committee plans programs of professional development for A&PS members.