APC: How To

Commitment as Area Representative and Expectations

Each Area Representative has the following responsibilities:

  • Attend monthly Administrative Professional Council (APC) meetings.
    • Meetings are held in person at CSU and include a remote option via Zoom. Representatives and alternates will receive meeting information each month via email.
    • Meetings generally include a presentation from one of CSU’s senior leaders, discussion, and voting on matters specific to the Council.
    • If you’re not able to attend a meeting, ask your area’s alternate(s) if one of them can attend and vote in your absence. Inform the APC Secretary.
  • Participate in one of APC’s standing committees where the work of the APC is accomplished. The Standing Committees typically meet for 1 hour each month.
    • Standing committees include:
      • Advocacy Committee, Recognition Committee
      • Communications Committee
      • Equity and Social Justice Committee
      • Membership Committee
      • Policies and Procedures Committee
      • Service and Engagement Committee.
    • Go to: ap.colostate.edu/apc-committees for more information on the standing committees and how to become a member.

Each Area has a total of 2-5 representatives. The group of representatives from each area are also responsible to:

  • Coordinate virtual or in-person area town halls once per semester. The town halls provide an opportunity to hear from AP employees in your area and how you can advocate for them on the Council.
  • Select one representative from each Area to serve as the Area Communicator for the year. The Area Communicator sends emails to the specific area regarding APC correspondence and Town Hall invites.

How to be an Area Representative

  • Nominations and elections occur each March, and new terms begin July 1 each year. Each term lasts 3 years.
  • Once elected, you are added to the “APC Administrative Professional Council Team” group in Microsoft TEAMS. This TEAMS group will serve as the primary storage location for all APC documents, meeting recordings, etc.
    • Click on the “APC Administrative Professional Council Team” group link.   There will be three tabs (General, Committees, Meetings and Reports) which will then have “Posts” and “Files” associated with them (top tabs).  You may want to become familiar with and have open the site as the items and documents located here are referenced in monthly APC meetings.
  • Monthly meeting dates, the list of AP Representatives for the 16 AP Areas, and standing committee assignments for APC will be sent to your email when you become a Representative, and the meeting date invites sent to your Outlook calendar for the fiscal year.
  • The AP Council has a listserv that includes all APC Representatives; APC Alternates; representatives from other councils like the Classified Personnel Council, Faculty Council, Multicultural Staff and Faculty Council; and the University Administration.
  • Each Area also has a listserv associated with the Area.  To use the listserv associated with your Area, follow this address format: apc_area#@lists.colostate.edu, where # is your area. For example, [email protected] or [email protected].
  • You can also contact your area representative or the APC Membership Committee ([email protected]) for assistance and training.

How to be an APC Area Alternate

Each APC Representative is expected to have an Alternate from their area who can attend meetings in their absence. When attending meetings in this capacity, Alternates have full voting privileges. When not in this capacity, all alternatives are welcome to attend meetings and join standing committees as non-voting members.  By serving as an Alternate, you will be added to the email list where you will receive e-mails regarding meetings and meeting materials.

How to be an Area Communicator

The APC Representatives from each area select one representative to be the area communicator for the year. This decision is part of an agenda item during the annual APC retreat (August) or one of the AP Council meetings shortly after the retreat.

Area Communicators do this at a minimum:

  1. Monitor and reply to emails from the APs they represent.
  2. Send out emails to area APs on a regular basis.

Listservs are already set up for each area. To email your area, use the following format:

apc_area#@lists.colostate.edu, where # is your area. For example, [email protected] or [email protected].

How to Schedule and have Area Town Hall Meetings

The Representatives from each area work together to coordinate virtual or in-person area town halls once per semester. The town halls provide an opportunity to hear from AP employees in your area and how you can advocate for them on the Council.

How to get Information back to Your Individual Areas

If you are an area communicator, you’ll be notified when you need to send an email to your area.  You are also encouraged to communicate with your area as needed with any information you feel is valuable and relevant.  This includes agenda packets for general APC meetings, general APC meeting notes, and solicitations for feedback on topics discussed during general APC meetings.

APC Area Shared Mailboxes

APC has shared mailboxes for each group of area Representatives and each standing committee. Information and access to these mailboxes will be established by the Communications Committee.  See this following article for instructions on using this mailbox with Outlook: https://help.mail.colostate.edu/tt_o365_outlook_multiple_mailboxes.aspx