Committee
Handbook
Acknowledgements
This handbook is the
culmination of five years and hundreds of hours of work by many faculty, staff
and administrators. The process of
identifying and defining the college’s shared governance committees began under
the leadership of Senate President Lourdes Villarreal and continued under the
guidance of Senate Presidents Richard Ajeska and Kelly Locke. Dr. Edward Valeau, President of Hartnell
College, Dr. Vic Krimsley, Vice President for Instruction and Paulette
Bumbalough have worked on this handbook from the college administration. Input was also received from many of the
committee chairs that are too numerous to mention. The development of this handbook has truly
has been an exercise in reaching mutual agreement. Thank you to everyone that
had a part it the creation of this Committee
Handbook.
Robert Beery, President
Academic Senate
May 2000
Table of Contents
Acknowledgements................................................................................................................................................................. i
Table of Contents.................................................................................................................................................................. ii
Message from Senate President................................................................................................................................... 1
How to Use This Handbook............................................................................................................................................. 2
Shared Governance Committee Paradigm............................................................................................................... 5
Hartnell Committee Calendar......................................................................................................................................... 6
Accreditation Steering Committee............................................................................................................ 7
Budget Committee.................................................................................................................................................. 9
Career Preparation Committee.................................................................................................................... 11
Curriculum Committee....................................................................................................................................... 13
Diversity Committee........................................................................................................................................... 17
Facilities Planning Committee....................................................................................................................... 19
Full-time Faculty Hiring Committee......................................................................................................... 21
Institutional Planning Committee.............................................................................................................. 23
Matriculation Committee................................................................................................................................ 25
Program and Services Review Committee............................................................................................ 27
Sabbatical Leave Committee........................................................................................................................ 29
Staff Development Committee................................................................................................................... 30
Student Policies Review Committee......................................................................................................... 32
Technology Master Planning Committee............................................................................................... 34
Tenure Committee............................................................................................................................................... 37
Academic Senate................................................................................................................................................. 39
Classified Senate................................................................................................................................................. 41
College Council....................................................................................................................................................... 43
Safety Committee............................................................................................................................................... 46
The passage of AB 1725 in the late 1980’s defined shared governance and it was to be the new method for faculty and staff to participate in the governance process of local colleges. While the concept of shared governance is noble, it is not the panacea for the issues facing the community college system. To make shared governance work, faculty and staff must put their faith in the system and diligently work on established shared governance committees. This must be done knowing that all shared governance committees only make recommendations to their local Governing Board through the President/ Superintendent. If the college president and board ignore the recommendations of those committees then the President and Board will then need to be held accountable.
In any organization that operates by a representative process, such as a shared governance committee structure, it is important to remember that faculty and staff that serve on a specific committee represent their constituent groups. Committee members should not only present their personal views as they vote on committee recommendations even though doing so often seems more expeditious than obtaining the collective view of the constituent group. One of the major functions of the college Senates is to provide a forum for group consensus on shared governance issues before recommendations are made. The Hartnell College Academic Senate approves all faculty appointments to committees and each faculty member is in turn then responsible to the Senate. During each Academic Senate meeting, each shared governance committee representative shall have the opportunity to report its activities to and receive guidance from the Senate. While this may make for some inefficiency, the purpose of the process is to make a representative government. Committee chairs and college administrators need to plan ahead and not attempt to rush things through committees. Poor planning does not constitute a reason to circumvent the agreed upon committee process.
In conclusion, this handbook has been created to facilitate the collaboration, cooperation and communication between Hartnell’s shared governance committees, administration and Governing Board. The other document that complements the individual committee write-ups is the “Shared Governance Committee Paradigm.” The paradigm diagram is intended to graphically illustrate how each committee relates to the entire organization. The functions and descriptions of these committees have not been carved in stone and should be annually reviewed. Hopefully this handbook will help our committees to run more smoothly and efficiently. Remember, the reason these committees exist, and we are here, is to educate and support our students.
Robert Beery, President
Academic Senate
How to Use This Handbook
The write up of each committee consists of eight sections and each section will be described below. The function and membership sections need to be closely followed by each committee and any change to these sections will require mutual agreement between the Academic Senate and Governing Board. The other sections are meant to be guidelines and not rigid and exclusive. Therefore, as an example, if a committee feels it needs to set a different meeting date or time they are encouraged to do so if it is more convenient for the members. A master committee calendar of meeting dates and times will be kept in the Office of Instruction in the hopes of eliminating overlap of committee meetings.
This section describes the function and duties of each committee. Each function was carefully thought out to eliminate duplication of effort from other committees. From time to time, some of the duties of a committee may need to be altered, deleted or added to as legislation is enacted or circumstances change. Any alterations, deletions or additions to a committee function will require mutual agreement between the Academic Senate and Governing Board.
This section describes typical reports or recommendations that would be generated as a part of the committee function. The outcomes/products listed for each committee are meant to be illustrative of types of outcomes and not an exclusive list. Any changes in this section would not necessarily require mutual agreement between the Senate and Board. Reports and recommendations need to be attached to the College Council routing sheet and forwarded to the appropriate group or committee.
This section describes the members from each college constituent group that are to serve on each committee. Every effort was made in establishing the membership to avoid any “we-they” situations. The membership does not reflect equal numbers of administrators, faculty or staff so each group can keep the other in some sort of check and balance. The administrative and faculty members for each committee were determined for the contribution that person could make to that specific committee.
Administrators serve at the direction of the President/Superintendent and faculty are appointed by and represent the Academic Senate. The Classified Senate will appoint the classified representatives to each committee. The Classified Senate represents classified staff, Local 39, supervisors and confidential.
The Academic Senate shall approve all faculty appointments to all committees. As much as possible one-third of faculty membership will come up for review and be approved by the Academic Senate during the month of May of each academic year. That way a full complement of faculty members should be in place for the beginning of each fall semester. The Senate will notify division faculty, and the respective dean, in early April, which faculty appointments are up for review. Each division shall then vote on recommendations for faculty representatives and forward the names to the Senate President. Remember, first year faculty are not required to serve on committees. In fact, participation of all faculty on committees is voluntary. However, first and second year (non-tenured) faculty are encouraged to spend any free time becoming more proficient and comfortable in the teaching portion of their profession before they delve into the voluntary work of college committees.
As much as possible an administrator and faculty member have been designed to serve as co-chairs for each committee. The administrative co-chair is already stipulated for each committee. The faculty co-chair shall be elected, by the committee, at the first meeting of the academic year. (The exceptions are the Chair of the Curriculum and Tenure Committees.) Any change in the membership of any shared governance committee will require mutual agreement between the Academic Senate and Governing Board.
This section describes the date and time each committee is scheduled to meet. Shared governance committees shall only meet during the academic year. A master list of all committee meeting dates and times shall be kept in the Office of Instruction. As much as possible, committees should select a date and time to meet that does not conflict with other committees. Before any faculty member volunteers to serve on any committee, that individual needs to assure that he/she can regularly attend the scheduled meeting dates. It is important and incumbent on all committee members to regularly attend committee meetings so their constituent groups are fully represented. The appropriate Senate may remove a faculty or classified representative if said member misses three consecutive meetings. The committee chair(s) shall notify the President/Superintendent if any administrator misses three consecutive meetings. It will be important for the Academic and Classified Senates to be notified of any change in the listed meeting date and time.
This section describes typical entities from where the committee might receive requests, reports and information. Some of the information received could just be for informational purposes and other information may require the committee to take action and eventually make a recommendation that would be forwarded to appropriate groups.
This section describes typical entities to which the committee would forward recommendations or information. The committee should forward its recommendations to all campus groups that it feels would be affected by the recommendation regardless of whether the name appears in this section or not. Recommendations must be written on the College Council routing sheet when forwarded to other committees (see page 48). Any individual needing a report signed by the Academic Senate President needs to remember those reports will be presented to the full Senate as an action item. Action items in the Academic Senate require two readings to allow senators the opportunity to receive input from their constituents.
This section describes the process each committee will use to make any decision. The two methods for making decisions are following Robert’s Rules of Order and by reaching consensus. A committee may change its method for making decisions at the beginning of a new academic year but must then use that same method for the entire year. Fifty percent of the membership of each committee shall constitute a quorum.
The office listed in this section will provide the clerical support for the committee. Clerical support shall involve taking minutes during the meeting, duplicating any required documents, distributing of meeting reminders and any other necessary clerical tasks required by the committee chair(s).
Function
To coordinate accreditation activities, including preparation of
self-study reports, midterm reports, interim reports and site visitations for
accreditation reaffirmation. The
committee will also edit and make suggested revisions to standard reports.
Outcomes/Products
¨ Oversight and coordination to standard subcommittees
¨ All accreditation self study, midterm and interim reports
Membership
¨ Vice President for Instruction
¨ Vice President for Student Services
¨ Academic Senate President
¨ Classified Senate President
¨ One additional administrator
¨ Two additional faculty
¨ Two additional classified staff
¨ Two students
¨ Director of Institutional Planning & Research
Chair: Vice President for Instruction or Accreditation Liaison Officer
Faculty co-chair
Administrators are appointed by
the President/Superintendent and all other members are determined by the
appropriate constituent groups.
Meeting Schedule
The committee shall meet the first Wednesday of each month from 3:30–5:00 p.m. Additional meetings may be called as needed.
Receives Information
from:
¨ Accreditation standards subcommittees
¨ Western Association of Schools and Colleges (WASC) Accreditation Commission
¨ Previous accreditation reports
¨ Campus and community constituencies
Makes Recommendations
to:
¨ President/Superintendent
¨
¨ Western Association of Schools and Colleges
Decision Making
Protocol
The committee will follow Robert’s Rules of Order.
Fifty percent of the membership shall constitute a quorum.
Clerical Support
The Office of Instruction will provide clerical support for this
committee.
¨ Make recommendations about allocating resources to fund planning and budget augmentation requests
¨ Recommend allocation of available block grant funding
¨ Review all budget augmentation requests and
insure that the implementation of any such requests is in compliance with the
Educational and Facilities Master Plan and the College’s
Recommendations to the President/Superintendent on budget augmentation requests, available block grant funds and PFE funds.
¨ Vice President for Instruction
¨ Director of Library and Academic Computing
¨ Vice President for Student Services
¨ Director of Financial Aid
¨ Vice President for Administrative Services
¨ Comptroller
¨ Director of Facilities and Facilities Planning
¨ Three faculty representatives
¨ Two classified representatives
¨ One student representative
Chair: Vice President for Administrative Services
Administrators are appointed by the President/Superintendent and all other members are determined by the appropriate constituent groups.
The committee shall meet the
first Wednesday of each month from 2:30-3:30 p.m. during the academic year.
Receives Information
from:
¨ Faculty, classified staff and students
¨ Institutional Planning Committee
¨ State Chancellor’s Office
Makes Recommendations
to:
¨ College Council
¨ Copy to Institutional Planning Committee
The committee will adopt a decision making process at its first meeting of the academic year. Fifty percent of the membership shall constitute a quorum.
The Office of Administrative Services will provide clerical support for this committee.
To act as a focal point for college
efforts and planning in the area of transferring students to their next stage,
whether that be the work force or further education leading to transfer and
then a career. The guiding principle of
this committee shall be that all students are preparing for work and the
college has the responsibility to provide education that will lead them to
their employment goals, either immediately or after transfer. Its mission would be planning and organizing
that would enable
¨ Increase the number of students who exit Hartnell having had work experience or work-based learning in their chosen field.
¨ Increase the number of students gaining job preparation and career development skills.
¨ Increase the number of courses integrating
SCANS skills, lifelong learning skills and/or occupational skills into content
areas. (Secretary’s Commission on Achieving Necessary Skills)
¨ Identify resources to support implementation of the Career Preparation Plan.
¨ Annually review the Career Preparation Plan.
¨ Coordination of all career preparation efforts
¨ Recommendations regarding transfer or vocational educational activities
¨ Vice President for Instruction (or designee)
¨ Vice President for Students Services (or designee)
¨ Faculty (four, at least one from counseling)
¨ School to College Coordinator
¨ Dean of Occupational Education (or another dean)
¨ Director of Career & Workforce Development
¨
¨ Financial Aid Director (optional)
¨
¨ Dean of Workforce and Community Development
¨ One student
Chair: Shall be elected by the committee at the first meeting of each academic year.
Administrators are appointed by the President/Superintendent and all others are determined by the appropriate constituent groups.
This committee shall meet 4th Monday of each month from 2:45-3:45 p.m. during the academic year. Additional meetings will be held on the 2nd Monday of each month at the same time.
Received Information
from:
¨
¨
¨ Financial Aid
¨ Workforce and
¨ Vocational Advisory Committees
Make Recommendations
to:
¨ Office of Student Services
¨ Academic Senate
¨ Curriculum Committee
¨ Board Policy Committee
¨ College Council
The committee will adopt a decision making process at their first meeting of the academic year. Fifty percent of the membership will constitute a quorum.
The Office of Student Services will
provide the clerical support for this committee.
Curriculum
Committee
The primary responsibility of the Curriculum Committee is the development, review, renewal and recommendation of curriculum to be approved by the Board of Trustees. The Curriculum Committee oversees the development of new courses and programs, and modification of existing courses and programs, and approves, for recommendation to the Board, the course outlines of record and new program applications for those courses and programs.
In order to meet its responsibilities, the Curriculum Committee will perform the following:
¨ Review and approve degree-applicable credit courses for recommendation to the Governing Board
¨ Review and approve non-degree credit courses for recommendation to the Governing Board.
¨ Review and approve non-credit courses for recommendation to the Governing Board
¨ Ensure that each proposed or existing course, delivered by distance learning, shall be reviewed and approved separately according to the District’s certified course approval procedures
¨ Ensure compliance with standards for course and program approval set forth in the Curriculum Standards Handbook
¨ Recommend prerequisites, co-requisites and advisories that are approved in a separate action from the course approval
¨ Ensure that credits (units) awarded are commensurate with hours required
¨ Recommend repeatability of a course
¨ Ensure that repeatable courses have course outlines that clearly state educational experience gained with each repetition
¨ Review and approve the requirements for educational programs for recommendation to the Governing Board
¨ Recommend submissions for the Hartnell College Associate Degree General Education patterns, CSU and IGETC
¨ Serve as a resource for the transfer and articulation of courses and programs regarding curriculum issues
¨ Serve as a resource for the development of the catalog and class schedule
¨ Serve as a resource regarding curriculum issues for the campus
¨ Ensure documentation of curriculum Committee activities
¨ Ensure that all members of the Curriculum Committee are knowledgeable concerning State standards and requirements for curriculum review and approval
¨ Recommendations
for curricula and programs go to Superintendent
President to be submitted to the board
¨ Recommendations of policy and
procedures related to curricular and programmatic matters go to the Senate and to the Superintendent President to be submitted to
the board
¨ Recommendations for submission on
¨ Faculty chairperson (Elected by committee for a 2-year term) 1
¨ Vice President for Instruction 1
¨ Three academic deans 3
¨ Faculty members:
Fine Arts/Social Science 4
Math/Science 3
Occupational Education 2
Physical Education 1
Counseling 2
Library 1
¨ Articulation Officer 1
¨ One Student 1
¨ Ex Officio: Director Admissions and Records/Matriculation and Admissions and Records Supervisor
Chair: Including the Faculty Chair, the Curriculum Committee will be comprised of the above listed twenty individuals. Matriculation and Admissions & Records representatives will be members of both Technical Review subcommittees described below. The Senate, in accordance with Title 5, will appoint all faculty.
Faculty terms will be three years, with one third of the positions replaced each year. The instructional administrators will select the deans and determine the length of their term.
The curriculum Committee will
meet on the first and third Thursday of each month from 2:00–4:00 p.m. during
the academic year. During the spring
semester, the 2nd monthly meeting may not be needed. The Technical Review Committees will meet at
a time mutually agreed to by the subcommittee members during the academic
year. Other meetings may be called when
necessary.
Receives Information from:
¨ Faculty and administrators through the academic discipline or division
Makes Recommendations to:
¨ The Governing Board
¨ The Academic Senate
This committee will follow Robert’s Rules of Order. Fifty percent of the membership will constitute a quorum.
The Office of Instruction will provide clerical support for this committee.
___________________________________________________________________
The purpose of the subcommittees is to ensure that courses and programs are proposed according to the standards. The subcommittees provide the specialized expertise necessary to ensure that items that reach the Curriculum Committee have been properly prepared. Most problems will be found by the subcommittees and referred to the originator for correction before the item reaches the Curriculum Committee.
All subcommittees will receive support and information from the Office of Instruction, Deans, Admissions & Records, Articulation Officer, Matriculation, Program Advisory Committees and ad hoc subcommittees of experts as needed.
The subcommittees may include experts who are not members of the Curriculum Committee. The subcommittees will determine their membership. They will also determine whether decisions will be made by vote or by consensus. Chairs of the subcommittees will be selected by the Curriculum Committee from its members.
When a new or modified course is proposed, the packet will be sent immediately to Technical Review 1. This subcommittee will read each packet (packet includes Technical Data sheet, Course Outline of Records and Prerequisite/Corequisite/ Advisory form). They will review all three forms for completeness and adherence to the standards. They will identify problems and suggest solutions to the originator. They may send the packet to Technical Review 2 for concurrent review. When Technical Review 1 and the originator have completed any necessary changes, the packet will be sent to the Curriculum Committee.
When a new or modified degree credit course is submitted, it will be
sent immediately to Technical Review 2.
This subcommittee will review courses for degree, certificate and
program applicability. It will also
review courses for CSU GE-breadth and IGETC requirements. In addition, when a new or revised program
is submitted it will be sent immediately to Technical Review 2. The subcommittee will review the program
application for completeness and adherence to standards. They may send the packet to Technical Review
1 for concurrent review. When Technical
Review 2 and the originator have completed any necessary changes, the packet
will be sent to the Curriculum Committee.
(This subcommittee will perform the function of the old Ed Policy
Committee).
***The Curriculum Committee will evaluate its structure and procedures at least annually.
To monitor the progress of the college toward achievement of
institutional goals and objectives regarding diversity. The goals and objectives will be those
identified by the accreditation, institutional planning, institutional research
and program and services review processes and promoted by the Governing Board.
In addition, the committee will help ensure the implementation of college-wide activities to enhance understanding of human differences and similarities and develop a positive campus climate. Examples of activities include: cultural awareness days, diversity training workshops, conflict resolution workshops and workshops on the full range of teaching and learning styles.
¨ College diversity plan
¨ Involvement and support of diversity activities on campus
¨ Director of Human Resources/Staff Diversity
¨ Five faculty: Math/Science
Fine Arts/Social Sciences
Physical Education
Occupational Education
Library/Counseling
¨ Five classified representatives (from all campus areas)
¨ Two students
¨ One additional administrator
Chair: Director of Human Resources/Staff Diversity
Administrators are appointed by the President/Superintendent and all other members are determined by the appropriate constituent groups.
This committee meets the fourth Thursday from 2:00-3:30 p.m. during the academic year. Additional meetings may be called as needed.
Receives Information
from:
¨ Institutional Planning Committee
¨ Office of Institutional Research
¨ Accreditation Steering Committee
¨ Program and Services Review Committee