Standing Institutional Committees - Procedure 1.0900

Purpose

SCC 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.

Procedure

1. The following are standing committees at SCC:
   
   
   1. Academic and Student Policies and Procedures
   2. Admissions and Graduation
   3. Committee to Appoint Committees (CTAC)
   4. Curriculum
   5. Employee Benefits
   6. Equity
   7. Health, Safety and Security
   8. Library
   9. Petitions for Administrative Record Changes
   10. Planning and Budgeting
   11. Student Financial Resources
   12. Technology Advisory Committee
   13. Technology Enhanced Learning
   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 permanently defined by job title or other term length is noted, all faculty and staff members serve two-year terms that are staggered with appointments being made each year for the following two years. For purposes of committee assignment, the year begins on the first day of Term I and runs through the last day of Term III-B. Members may be re-appointed to serve more than one term. Except where specifically noted, only full-time faculty and staff members of the College are eligible for appointment on standing committees.
4. By March 1 of each year, the SCC President will solicit individual preferences from employees in serving on standing institutional committees. The Committee to Appoint Committees (CTAC) will coordinate the Standing Committee process (See Procedure 1.0900).
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 SCC President will review the recommendations and resolve any questions regarding committee composition.
7. By May 15 of each year, the SCC President will notify all employees of committee appointments for the coming year.
8. By June 30 of each year, the committee chair, in collaboration with the committee, will have completed the Standing Committee Annual Assessment.
   
   
   1. Assessment is forwarded to the appropriate vice president for review and to the Dean for Planning, Assessment and Quality Improvement.
   2. The vice president will follow up on assessment recommendations as appropriate.
   3. Changes in procedure resulting from end of year assessments will be made and posted by Sept. 1.
9. Committee chairs will be determined by the Procedure related to each committee.
10. Meeting minutes will be posted to the SCC Standing Institutional Committee Web page.
    
    
    1. The recorder of the minutes will be determined by each committee.
    2. The recorder will have the responsibility to post minutes to the Web.
11. Changes to the standing committee structure will be accomplished in accordance with SCC's Procedure on Procedures 1.0001.
12. Each committee shall meet at least once each instructional term. 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. Proxy is defined as: (1) a person authorized to act for another, an agent or substitute or (2) the written authorization to act in the place of another.
    
    
    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 vacancies that need to be filled for the remainder of a term will be done in collaboration with the CPEC president.
    2. Faculty vacancies that need to be filled for the remainder of the term will be done in collaboration with the faculty senate president.
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 SCC 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 and the Dean of Planning, Assessment and Quality Improvement by the end of the academic year.
16. Duties of Members
    
    All committee members will:
    
    
    1. Attend meetings regularly.
    2. Provide their proxy in writing, with a member who will be attending, or vote via e-mail to the chairperson when an absence is necessary and work must continue.
    3. Keep their constituent groups informed of committee actions.
    4. Complete assignments associated with committee work in a timely fashion.
    5. 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 SCC Standing Institutional 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.

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