Guidelines for NWACC Standing Committees

 

The following guidelines only apply to official college standing committees.  They do not apply to Ad Hoc college-wide committees, advisory boards or any work team created within an organizational unit.

I.                    Creating standing committees

a.       The college cabinet initiates the creation of standing committees, which involves identifying the ex officio member the charge, and providing guidelines for membership positions, chair, and any deviation from the standard rotation scheme.

b.      Because of the faculty’s role in oversight for teaching and learning, some standing committees will report to the faculty/ faculty senate. Standing committees that report to the faculty senate will be created in cooperation with the college cabinet. The college cabinet shall collaborate with the faculty senate regarding the ex-officio, membership, charge, chair or deviation from the standard rotation scheme.

c.       The committee on committees (CoC) will add new committees to the college’s committee list and post them on its website. The committee will report any possible duplication of responsibilities to the ex-officio. 

II.                 Disbanding/ changing standing committees

a.        The groups that created the committees (cabinet or cabinet and senate) have the authority to dissolve the committees or adjust their role, scope, and composition.

b.      The cabinet or faculty senate should inform the CoC of any changes so the committee list and membership may be updated

c.       Upon request, the CoC can assist in communicating changes to the affected committee members. 

III.               Committee composition

a.       If an area is directly affected by the work of a committee, that area should be represented on the committee.

b.      Division or department representation should be appropriate to the role and scope of the committee. If faculty representation is needed, divisions should be represented equitably.

c.       With ex-officio approval and committee support, committees may permit any interested faculty and staff to join. These members will be listed as “volunteers” in the membership list and will be placed on a 3 year rotation.

d.       Part-time faculty or staff may be permitted to volunteer to serve on committees as an unpaid service outside their contracted duties.  Participation must be cleared with the individual’s supervisor and with any appropriate consultation with Human Resources regarding employment regulations.

e.       Any changes to committee positions or membership should be forwarded to the CoC so the college membership list may be updated. 

IV.               Essential committee roles and responsibilities

a.       Ex-Officio (appointed)

                                                         i.      Sets the initial charge of the committee. The committees established by the faculty senate will have a charge, membership and reporting set by the senate in collaboration with the cabinet.

                                                       ii.      Coordinates with other ex-officio to avoid committee overlap

                                                     iii.      Reports to cabinet on the work of or changes to the committee

                                                     iv.      Provides counsel and guidance to chairs on operations of the committee

                                                       v.      Periodically reviews charges and necessity of  the committee

                                                     vi.      With input from the chair, identifies the positions to be part and the rotation of membership of the committee

b.      Chair (appointed)

                                                         i.      Leads in accomplishing the charge of the committee

                                                       ii.      Arranges and conducts team meetings, prepares agendas, gives members assignments and sub-committee work.

                                                     iii.      Encourages participation from all members

                                                     iv.      Reports changes or suggestions for the committee to the Committee on Committees

                                                       v.      Reports the committee activity to the Ex officio as necessary

                                                     vi.      Reviews minutes and reports for the accuracy, prior to posting

                                                   vii.      Works with the Ex officio to determine the make-up and rotation of the committee

                                                 viii.      Fills open positions with help from division supervisors

c.       Recorder (volunteers)

                                                         i.      Maintains minutes of all meetings in hard copy and in an appropriate electronic format for website.

                                                       ii.      Provides a list of action items.  For each action item identify the description, responsible person(s) and the estimated completion date.

                                                     iii.      Distributes the minutes and action items for all meetings within five business days after the meeting.

                                                     iv.      Assists the chair in scheduling and communication

d.       Member (appointed or volunteers)

                                                         i.      Attends meetings and contacts chair prior to the meeting if attendance is not possible

                                                       ii.      Maintains confidentiality regarding sensitive or controversial topics.

                                                     iii.      Judges ideas, not people.

                                                     iv.      Contributes to the achievement of the goals and objectives.

                                                       v.      Asks questions for clarification.

                                                     vi.      Competes assignments as requested

                                                   vii.      Disagrees when necessary as an ally 

V.                 Posting minutes

a.       Each committee will have a folder on the K drive to post minutes and any other appropriate files.  The chair or his designee will post minutes.

b.      Folders may be found at : K: \01 New K Drive \College Wide Committee

c.       Folders for committees overseen by the faculty senate are found in the Student Learning Folder 

VI.               Rotation

a.       Members: As a general guideline, NWACC standing committee members will rotate off their committee (or renew their commitment) after three (3) years.  For the sake of continuity, only one third of the membership will rotate off each year. The committee on committees (CoC) will coordinate the rotation process.

                                                         i.      Exceptions: Because of the nature of their charge, some committees may need certain positions represented permanently. The effectiveness of the committee may be enhanced by having a rotation cycle of more or less than the standard 3 years.

                                                       ii.      Communication: Each committee chair, with ex-officio consultation, and any appropriate input from members, shall report exceptions for position rotation and/or length of the rotation cycle to the CoC.  Any exception forwarded to the CoC should be accompanied by a brief rationale.  The CoC will incorporate these exceptions into the rotation scheme for each committee. The rotation exception will be noted along with purpose, charge and membership records. 

b.      Chairs: As a general guideline, NWACC standing committee chairs will rotate off their committee (or renew their commitment) after three (3) years. The committee on committees (CoC) may suggest adjustments to maintain continuity.

                                                         i.      Chair-elect: Some committees may find it useful to have a vice chair or chair-elect to serve for a year or semester to help orient new chairs to their duties.

                                                       ii.      Exceptions: Because of their nature their charge, some committees may need to have permanent chairs or have a rotation cycle of more or less than 3 years.

                                                     iii.      Communication: Committee chairs, with ex-officio approval, shall report exceptions for position rotation and/or length of the rotation cycle to the CoC.  Any exception forwarded to the CoC should be accompanied by a brief rationale.  The CoC will incorporate these exceptions into the rotation scheme for each committee along with purpose, charge and membership. 

VII.            Replacing inactive members.

a.       After consultation with the individual and ex-officio, members who miss 3 consecutive meetings without a legitimate conflict may be replaced by the committee chair.

b.      Members who have meeting-time conflicts can arrange for a temporary substitute to represent their department.

c.       Members who have meeting-time conflicts can remain active by participation and work completed outside of the meeting time.

d.       If there is a consistent conflict related to job duties, the meeting time should be altered or another representative selected from the appropriate unit.

e.       If removing an inactive member becomes necessary, chairs will work with the appropriate academic dean or departmental supervisor to identify a replacement 

VIII.          Incorporating new employees and identifying faculty/staff with the interest in specific committees.

a.       Each faculty/staff member is encouraged to communicate their interest in specific standing committees with their supervisor.  For new employees, this conversation may occur at the conclusion of the probation period or during the first annual evaluation.

b.      CoC will conduct an annual survey of faculty and staff interest in specific committees.  This inventory will be shared with committee chairs and supervisors to help match up interested people with openings.

c.       The interest inventory will serve as resource to committee chairs and supervisors as they fill vacancies on committees. 

IX.               Process for staffing and communicating committee membership annually

a.       CoC will contact committee chairs each spring asking them to update the committee roster for the upcoming academic year.

b.      Chairs will review the membership with their ex-officio member

c.       Chairs will work with the appropriate academic dean or departmental director to fill any vacant slots due to individuals rotating off the committee or resigning from the committee

d.       Chairs will send the updated roster to the CoC

e.       In May prior the end of 9 month faculty contract end date, notices will be sent to the committee members from CoC acknowledging their service to the college in the upcoming academic year.