Standing Institutional Committees (Procedure 1.0900)

Based on board policy number and Florida Statutes: F.S. 1001.64 ; FAC 6A-14.0261; College Policy 1.0200
Effective Date: 2/97 Rev. 5/99; 7/02; 2/07; 3/09; 01/2013; 01/2014
Date of Review: 01/09; 08/11; 03/12; 12/2013

Purpose

Seminole State College (SSC) is committed to utilizing various institution-wide standing committees to support effective planning and decision making within the College. Institutional committees shall provide support for strategic priorities and appropriate procedures for collegewide operations. The purpose of this procedure is to identify the College’s standing committees and to provide a general framework for committee responsibilities and processes.

Procedure

  1. The following are standing committees at Seminole State College:
    1. Academic Calendar Committee
    2. Committee to Appoint Committees (CTAC)
    3. Curriculum Committee
    4. Employee BenefitsCommittee
    5. Environmental Health, Safety and Security Committee
    6. Library Committee
    7. Planning and Budgeting Committee
    8. Technology Advisory Committee
    9. Technology Enhanced Learning Committee
    The purpose and membership of each committee is described and listed in the institutional procedure relating to that specific committee.
  2. Committees and their working units are defined as follows:
    1. Committee: A body of persons assigned by procedure and membership and delegated to consider, investigate, and take action and report on some matter; a committee has a sustained presence that is seen through regularly scheduled meetings.
    2. Subcommittee: Organized for a specific purpose to continue an aspect of committee work and whose members may or may not stem from the standing committee.
    3. Task Force, Ad Hoc, Work Group: A temporary grouping of individuals for the purpose of accomplishing a definite objective, with members that may or may not stem from a standing committee. These groupings typically remain active for less than one year.
  3. Except where membership is defined by job title or another term length is noted, all faculty and staff members serve three-year terms that are staggered with appointments being made each year for the following three years. For purposes of committee assignment, the year begins on the first day of the Fall Term and runs through the last day of Summer Term. Members may be re-appointed to serve more than one term. Except where specifically noted, only fulltime faculty and staff members of the College are eligible for appointment on standing committees.
  4. By March 1 of each year, the College President will solicit individual preferences from employees for serving on standing institutional committees. The Committee to Appoint Committees (CTAC) will coordinate the Standing Committee process (See Procedure 1.0900.4).
  5. By April 15 of each year, the CTAC will propose candidates for all committees and submit them to the Executive Team for final review to help ensure diverse, inclusive and equitable representation.
  6. The College President will review the recommendations and resolve any questions regarding committee composition.
  7. By May 15 of each year, the College President will notify all employees of committee appointments for the coming year.
  8. By June 30 of each year, each committee chair, in collaboration with the committee, will have completed the Standing Committee Annual Assessment.
    1. The assessment will be forwarded to the appropriate vice president for review. The vice president will follow up on assessment recommendations as appropriate.
    2. Changes in procedure resulting from end of year assessments will be made and posted by September 1.
  9. Committee chairs will be determined by the Procedure related to each committee.
  10. Meeting minutes will be posted to the College’s Standing Committee Web page.
    1. The recorder of the minutes will be determined by each committee.
    2. The recorder is responsible for posting minutes to the Web.
  11. Changes to the standing committee structure will be accomplished in accordance with the Procedure on Procedures 1.0001.
  12. Each committee shall meet at least twice per year. Meetings may be face to face, via e-mail, by conference call or by other electronic/digital means.
  13. A quorum shall exist when a majority of voting members, including proxy votes, are present. For the purposes of SSC Standing Committees, a proxy is defined as written authorization provided to another committee member who will be in attendance and will cast the absent committee member’s vote as indicated on the written authorization.
    1. During the meeting, voting shall be by voice unless a written ballot is requested by any member of the committee.
    2. A member unable to attend a meeting may either send their proxy, in writing, with a committee member who will be attending the meeting or may vote via e-mail to the chairperson on a known issue.
  14. Attendance at committee meetings and participation in electronic communication is required. After a committee member has missed two meetings, the committee may request that the absent member be replaced. The CTAC committee chair will recommend a temporary replacement from the current year list of preferences for any non-participating members or those who have resigned.
    1. Career service employee vacancies that need to be filled for the remainder of a term will be done in collaboration with the CSEC president.
    2. Faculty vacancies that need to be filled for the remainder of the term will be done in collaboration with the appropriate academic dean or AVP, or the Vice President of Academic Affairs.
  15. Duties of Chairs and Co-Chairs. The committee chair and/or co-chairs will:
    1. Receive an orientation packet with information on the collegewide committee procedures.
    2. Establish meeting times and locations.
    3. Create and distribute an agenda in a timely fashion.
    4. Conduct meetings in an orderly manner, allowing appropriate participation of all individuals present.
    5. See that minutes are written, approved, distributed promptly and posted to the Web.
    6. Ensure that a clear consensus or vote is taken on action items.
    7. Act as a mentor or assign a mentor to new committee members who are unfamiliar with the committee or SSC governance.
    8. Orient incoming committee chairs of responsibilities using this Procedure 1.0900 and established committee procedures.
    9. When serving as a co-chair, announce to the committee members how chair/co-chair duties will be divided.
    10. When serving as co-chairs, communicate regularly with each other over the construction of the agenda and other relevant work.
    11. Collaborate with the committee in evaluating committee effectiveness for the year and submit the standing committee annual assessment to the appropriate vice president by the end of the academic year.
  16. Duties of Members. All committee members will:
    1. Attend meetings regularly or, when an absence is necessary, provide their proxy in writing with a member who will be attending as defined in item 13, or vote via e-mail to the chairperson.
    2. Keep their constituent groups informed of committee actions.
    3. Complete assignments associated with committee work in a timely fashion.
    4. Perform their duties in a courteous and professional manner.
  17. Ex-Officio Members. All standing committees may elect to request ex-officio members by title in their committee description. All others in attendance at meetings are guests or visitors. Ex-officio members:
    1. May serve a committee by providing information and advice as deemed necessary by the committee.
    2. Do not vote on committee action.
  18. Agendas and minutes
    1. Will be distributed to all committee members and others in attendance, and posted to the Standing  Committee Web page.
    2. Any member of the committee may request to have an item placed on the agenda.
    3. It is preferred that those individuals not on the committee request items to be placed on an agenda through the committee chair/co-chair or constituent representatives, if applicable.
Recommended by Executive Team Date 01/28/2014
Approved President, E. Ann McGee Date 01/29/2014
a.    During the meeting, voting shall be by voice unless a written ballot is requested by any member of the committee.
b.    A member unable to attend a meeting may either send their proxy, in writing, with a committee member who will be attending the meeting or may vote via e-mail to the chairperson on a known issue.

14.    Attendance at committee meetings and participation in electronic communication is required. After a committee member has missed two meetings, the committee may request that the absent member be replaced. The CTAC committee chair will recommend a temporary replacement from the current year list of preferences for any non-participating members or those who have resigned.

a.    Career service employee vacancies that need to be filled for the remainder of a term will be done in collaboration with the CSEC president.

b.    Faculty vacancies that need to be filled for the remainder of the term will be done in collaboration with the appropriate academic dean or AVP, or the Vice President of Academic Affairs.

15.    Duties of Chairs and Co-Chairs. The committee chair and/or co-chairs will:

a.    Receive an orientation packet with information on the collegewide committee procedures.
b.    Establish meeting times and locations.
c.    Create and distribute an agenda in a timely fashion.
d.    Conduct meetings in an orderly manner, allowing appropriate participation of all individuals present.
e.    See that minutes are written, approved, distributed promptly and posted to the Web.
f.    Ensure that a clear consensus or vote is taken on action items.
g.    Act as a mentor or assign a mentor to new committee members who are unfamiliar with the committee or SSC governance.
h.    Orient incoming committee chairs of responsibilities using this Procedure 1.0900 and established committee procedures.
i.    When serving as a co-chair, announce to the committee members how chair/co-chair duties will be divided.
j.    When serving as co-chairs, communicate regularly with each other over the construction of the agenda and other relevant work.
k.    Collaborate with the committee in evaluating committee effectiveness for the year and submit the standing committee annual assessment to the appropriate vice president by the end of the academic year.

16.    Duties of Members. All committee members will:

a.    Attend meetings regularly or, when an absence is necessary, provide their proxy in writing with a member who will be attending as defined in item 13, or vote via e-mail to the chairperson.
b.    Keep their constituent groups informed of committee actions.
c.    Complete assignments associated with committee work in a timely fashion.
d.    Perform their duties in a courteous and professional manner.

17.    Ex-Officio Members. All standing committees may elect to request ex-officio members by title in their committee description. All others in attendance at meetings are guests or visitors. Ex-officio members:

a.    May serve a committee by providing information and advice as deemed necessary by the committee.
b.    Do not vote on committee action.

18.    Agendas and minutes

a.    Will be distributed to all committee members and others in attendance, and posted to the Standing  Committee Web page.
b.    Any member of the committee may request to have an item placed on the agenda.
c.    It is preferred that those individuals not on the committee request items to be placed on an agenda through the committee chair/co-chair or constituent representatives, if applicable.

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