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3.01 Academic Organization

Chapter Three: Instructional Affairs

Procedure Title: Academic Organization
Based On: Board Policies 1, 2, and 3
Procedure Number: 3.01
Date Adopted/Revised: October 31, 2001; November 21, 2006; May 15, 2007; June 19, 2010
The following policymaking committees and their functions are established to deal with academic and student issues.
I. The Academic Affairs and Student Services Council, composed of eleven members, will be the decision making body for all academic decisions.
A. Membership:
1. TheVice President of Learning and Vice President of Student Services  (non-voting except in the case of ties) who will act as permanent chairpersons;
2. The chairpersons of the Curriculum Committee, Academic Standards Committee, the Library-Media Center Committee, the Pre-College Education Committee, the Student Services Committee, the Faculty Affairs Committee, the Faculty Professional Development Committee
the Scholarship Committee, the Distance Learning Committee,
the Basic Studies/Adult Education Committee, the Grievance Committee, the
Recruitment, Retention and Student Success Committee, the Faculty Course Assessment
Committee, the Institutional Effectiveness Committee and the Lecture Series Committee;
the Scholarship Committee, the Distance Learning Committee,the Basic Studies/Adult Education Committee, the Grievance Committee, theRecruitment, Retention and Student Success Committee, the Faculty Course AssessmentCommittee, the Institutional Effectiveness Committee and the Lecture Series Committee (total 15);
3. Chief Information Officer;
4. Deans;
5. Directors;
6. Program Directors;
7. Coordinator of Marketing and Communications;
8. Director of Institutional Effectiveness and Research;
9. Registrar;
10. The President of the College’s chapter of Phi Theta Kappa. (The student has full voting privileges as a member of this committee.)
B. The functions of the Academic Affairs and Student Services Council will be to:
1. Receive all requests for modifications to curricula, academic regulations, individual courses and other issues which may affect the academic enterprise of the institution;
2. Refer to the appropriate committee these requests for modifications;
3. Receive reports from the various committees and to make decisions regarding the actions of these committees;
4. Call meetings of the full faculty and professional staff and to refer to them issues that the Council determines to require full faculty and staff action. (Decisions of the full faculty and professional staff will constitute the action of the Council.); and
5. Report the decisions to the College Leadership Team and to the Executive Leadership Team.
The Council will meet at least monthly or more frequently as needed. In addition, the Council will meet with the President at least once in each long semester. Meetings of the Council may be called by the chairperson of the Council or by any chairperson of any committee reporting to the council.
II. The Student Services Committee will be composed of eight (8) voting members.
A. Membership:
1. Five (5) faculty (a chairperson and one member from each academic division selected by the faculty/professional staff as a whole);
2. One administrative staff member;
3. One classified employee; and
4. One student.
The Vice President of Academic Affairs and Student Services will be an ex-officio member who votes in the case of ties. The faculty members will serve staggered two-year terms. The President will appoint the administrative and classified staff members to two-year terms. Each year the Student Services Committee will select the student member to serve a one-year term.
B. The functions of the Student Services Committee will be to:
1. Make recommendations on matters pertaining to student affairs;
2. Make recommendations on new clubs and other student organizations;
3. Hear appeals relating to student disciplinary matters;
4. Make recommendations to the President for nominations to Who’s Who Among Students in American Junior Colleges;
5. Plan and implement annual Recognition Ceremony; and
6. Perform other duties assigned by the faculty, Vice Presidents, or the President.
III. Library/Media Center Committee is composed of eight (8) voting members.
A. Membership
1. Five (5) faculty (a chairperson and one member from each academic division selected by the faculty/professional staff as a whole);
2. One administrative staff member;
3. One classified employee; and
4. The LMC Director.
The faculty members will serve staggered two-year terms. The President will appoint the administrative and classified staff members to two-year terms.
B. The functions of the Library/Media Center Committee will be to:
1. Make recommendations on library philosophy, collection, and selection and usage procedures;
2. Recommend general library rules and regulations;
3. Recommend policy for service to external groups; and
4. Perform other duties assigned by the faculty, Vice President of Learning or the President.
IV. Academic Standards Committee is composed of six (6) voting members.
A. Membership
1. Five (5) faculty (a chairperson and one member from each academic division selected by the faculty/professional staff as a whole); and
2. One administrative staff member.
The Vice President of Learning will be an ex-officio member who votes in the case of ties. The faculty members will serve staggered two-year terms. Each year, the President will appoint the administrative staff member to serve a one-year term.
B. The functions of the Academic Standards Committee will be to:
1. Make recommendations on matters relating to the academic policies of the College;
2. Hear and advise on academic appeals; and
3. Perform other duties assigned by the Vice President of Academic Affairs and Student Services or the President.
V. The Curriculum Committee is composed of six (6) voting members.
A. Membership
1. Five (5) faculty (a chairperson and one member from each academic division selected by the faculty/professional staff as a whole); and
2. One administrative staff member.
The Vice President of Learning will be an ex-officio member who votes in the case of ties. The faculty members will serve staggered two-year terms. Each year, the President will appoint the administrative staff member to serve a one-year term.
B. The functions of the Curriculum Committee will be to:
1. Make recommendations on matters relating to curriculum design and curricular changes;
2. Approve or disapprove curricular changes that affect only the faculty member or department requesting the change;
3. Recommend curricular changes that would affect the entire faculty to the Academic Affairs and Student Services Council;
4. Recommend new program proposals to the Academic Affairs and Student Services Council; and
5. Review existing programs on a rotating basis.
VI. Pre-College Education Committee consists of eight (8) members.
A. Membership
1. Five (5) faculty (the chairperson and one from each academic division selected by the faculty/professional staff as a whole);
2. The Director of the Secondary Technical  Center;
3. The Director of Adult Education;
4. The Director of the Learning Center; and
5. One administrative staff member appointed by the president.
The Chairperson will be elected by the faculty as a whole. The committee will meet whenever it has issues for action or whenever called by the chairperson.
B. The functions of the Pre-College Education Committee will be to:
1. Make recommendations on matters relating to issues related to developmental education, adult basic education, and the Secondary Technical Center;
2. Develop and manage a plan for developmental education;
3. Develop and manage a plan for adult basic education;
4. Coordinate the Secondary Technical Center planning with other units of the College; and
5. Act upon issues referred by the Academic Council.
VII. Faculty Professional Development Committee is composed of six (6) faculty members and one (1) Ex-officio member.
A. Membership
1. Six (6) faculty (2 from Health and Natural Science, 2 from Liberal Arts, and 2 from Business and Technology);
2. Ex-officio: Vice President of Learning;
3. At their final spring faculty meeting, the faculty at large will elect committee chairs for those committees that must have faculty chairs
B. The functions of the Faculty Professional Development Committee will be to:
1. Assist the Director of Institutional Effectiveness with assessing the faculty;
2. Recommend to the appropriate Vice President(s) faculty professional development opportunities, based upon needs;
3. Develop a plan for rewarding excellent performance; and
4. Act upon requests from the Academic Affairs and Student Services Council or College Leadership Team..
VIII. Scholarship Committee
A. Committee only meets to consider financial aid appeals or scholarships to be reviewed.
IX. Distance Learning Committee
A. Pending Approval
X. Basic Studies/Adult Education Committee
A. Membership
1. Adult Education Director
VIII. Scholarship Committee
A. Committee only meets to consider financial aid appeals or scholarships to be reviewed.
IX. Distance Learning Committee
A. Pending Approval
X. Basic Studies/Adult Education Committee
A. Membership
1. Adult Education Director
2. Basic Studies Coordinator
3. One BSTD reading instructor
4. One BSTD math instructor
5. One BSTD writing instructor
6. One Adult Education instructor
7. The Retention Specialist
8. The Academic Advisor
9. Career Pathways Director
10. The appropriate deans.
B. The functions of the Basic Studies/Adult Education Committee will be to:
1. Reviewing curriculum and suggesting changes to the Curriculum Committee
2. Establishing guidelines for students dropping BSTD courses
3. Coordinating and working to strengthen support systems for BSTD and Adult Education students
4. Gathering information from other institutions of higher education and making suggestions to improve our program
5. Coordinating BSTD and Adult Education programs in order to share resources and ideas
6. Addressing the requirements of Act 971 and writing SouthArk’s plan to meet those requirements
X. Basic Studies/Adult Education Committee
A. Membership
A. Membership
B. The functions of the Basic Studies/Adult Education Committee will be to:
1. Reviewing curriculum and suggesting changes to the Curriculum Committee
2. Establishing guidelines for students dropping BSTD courses
3. Coordinating and working to strengthen support systems for BSTD and Adult Education students
4. Gathering information from other institutions of higher education and making suggestions to improve our program
XI. Grievance Committee
A. Membership

The Grievance Committee is appointed by the President.
B. The functions of the Grievance Committee will be to:
1. To hear complaints brought by a college employee charging that he or she has been discriminated against with regard to race, sex, color, religion, disability, or national origin (Section 2:12, page 2 of APM).
2. To hear the respondent’s answer to the complaint brought against him or her.
3. To come to a decision as to whether the grievance is justified based on the evidence heard.
4. To prepare a written report that is forwarded to the President who will make a final decision on the matter.
XII. Recruitment, Retention and Student Success
A. Membership
B. The functions of the Recruitment, Retention and Student Success Committee will be to:
1. Periodically review and update processes, policies and procedures of SouthArk Recruiting, Retention and Student Success plan from potential new student to graduation.
2. Develop new recruiting strategies that will attract more and better students to SouthArk.
3. Examine current retention strategies to determine which efforts are effective and which need improvement.
4. Develop new policies that will aid in the success of all SouthArk students.
5. Act upon issues referred by College Leadership Team.
Faculty Course Assessment Committee
A. Membership:
1. Two faculty members from each division
2. Director of Corporate and Community Education
3. Director of Distance Learning
4. Director of The Learning Center & Testing
5. Chief Information Officer
6. Director of Institutional Effectiveness
7. Division Deans, ex-officio
8. Vice President for Academic AffairsLearning, ex-officio
B. The functions of the Faculty Course Assessment Committee will be to:
1. Develop and review student assessment of learning activities.
2. Collect, analyze and document patterns of evidence that demonstrate strengths and weaknesses of the assessment of student learning.
3. Make recommendations from data collected by faculty as basis to improve student learning.
4. Develop and review the content of faculty/course evaluation.
5. Coordinate preparation of annual assessment with the Institutional Effectiveness Committee to be presented to the Academic Affairs and Student Services Council.
6. Make recommendations to the college’s leadership regarding strategic planning and budgeting that will impact student learning / teacher effectiveness.
Institutional Effectiveness Committee
A. Membership:
1. Director of Institutional Effectiveness
2. Two faculty members (members of Faculty Course Assessment Committee)
3. Director of Enrollment Services
4. Chief Information Officer
5. Data Base Administrator
6. Director of the Learning Center
7. Vice President of Student Services, ex-officio
8. Vice President of Learning, ex-officio
B. The functions of the Institutional Effectiveness Committee will be to:
1. Ensure compliance with ADHE requirements and those of other accrediting agencies.
2. Prepare, conduct and analyze graduate evaluations, both by program and overall.
3. Prepare, conduct and analyze employer evaluation of graduates.
4. Prepare, conduct and analyze evaluations of SouthArk’s effect on the community.
5. Prepare, conduct and analyze evaluations of transfer students.
6. Prepare, conduct and analyze any other evaluations as deemed necessary.
7. Prepare, conduct and analyze recruitment / retention efforts.
8. Coordinate preparation of annual assessment with the Faculty Course Assessment Committee to be presented to the College Leadership Team.
9. Make recommendations to the college’s leadership regarding strategic planning and budgeting that will impact student learning / teacher effectiveness.
Lecture Series Committee
A. Membership:
1. Appointed by the president every three years.
2. Consisting of eight members with the chair selected by the president.
3. Membership composed of at least two classified staff (one from computer services)
4. At least two professional staff
5. At least two faculty members with both genders and both campuses represented in the membership.
B. The functions of the Lecture Series Committee will be to:
1. Advise the president on whom to book for lectures.
2. Plan, promote, and coordinate each event in the series.
3. Evaluate each event to identify weaknesses and make improvements.
XII. Recruitment, Retention and Student Success
A. Membership
B. The functions of the Recruitment, Retention and Student Success Committee will be to:
1. Periodically review and update processes, policies and procedures of SouthArk Recruiting, Retention and Student Success plan from potential new student to graduation.
2. Develop new recruiting strategies that will attract more and better students to SouthArk.
3. Examine current retention strategies to determine which efforts are effective and which need improvement.
4. Develop new policies that will aid in the success of all SouthArk students.
5. Act upon issues referred by College Leadership Team.
Faculty Course Assessment Committee
A. Membership:
1. Two faculty members from each division
2. Director of Corporate and Community Education
3. Director of Distance Learning
4. Director of The Learning Center & Testing
5. Chief Information Officer
6. Director of Institutional Effectiveness
7. Division Deans, ex-officio
8. Vice President for Academic AffairsLearning, ex-officio
B. The functions of the Faculty Course Assessment Committee will be to:
1. Develop and review student assessment of learning activities.
2. Collect, analyze and document patterns of evidence that demonstrate strengths and weaknesses of the assessment of student learning.
3. Make recommendations from data collected by faculty as basis to improve student learning.
4. Develop and review the content of faculty/course evaluation.
5. Coordinate preparation of annual assessment with the Institutional Effectiveness Committee to be presented to the Academic Affairs and Student Services Council.
6. Make recommendations to the college’s leadership regarding strategic planning and budgeting that will impact student learning / teacher effectiveness.
Institutional Effectiveness Committee
A. Membership:
1. Director of Institutional Effectiveness
2. Two faculty members (members of Faculty Course Assessment Committee)
3. Director of Enrollment Services
4. Chief Information Officer
5. Data Base Administrator
6. Director of the Learning Center
7. Vice President of Student Services, ex-officio
8. Vice President of Learning, ex-officio
B. The functions of the Institutional Effectiveness Committee will be to:
1. Ensure compliance with ADHE requirements and those of other accrediting agencies.
2. Prepare, conduct and analyze graduate evaluations, both by program and overall.
3. Prepare, conduct and analyze employer evaluation of graduates.
4. Prepare, conduct and analyze evaluations of SouthArk’s effect on the community.
5. Prepare, conduct and analyze evaluations of transfer students.
6. Prepare, conduct and analyze any other evaluations as deemed necessary.
7. Prepare, conduct and analyze recruitment / retention efforts.
8. Coordinate preparation of annual assessment with the Faculty Course Assessment Committee to be presented to the College Leadership Team.
9. Make recommendations to the college’s leadership regarding strategic planning and budgeting that will impact student learning / teacher effectiveness.
Lecture Series Committee
A. Membership:
1. Appointed by the president every three years.
2. Consisting of eight members with the chair selected by the president.
3. Membership composed of at least two classified staff (one from computer services)
4. At least two professional staff
5. At least two faculty members with both genders and both campuses represented in the membership.
B. The functions of the Lecture Series Committee will be to:
1. Advise the president on whom to book for lectures.
2. Plan, promote, and coordinate each event in the series.
3. Evaluate each event to identify weaknesses and make improvements.

The Vice President of  Learning may request that a faculty member serve on an ad hoc committee in addition to a regular committee assignment. Each committee will elect a recording secretary at the beginning of the academic year. Meeting announcements and committee agendas must be published and distributed at least one week in advance. Minutes must be published and distributed in a timely manner after each meeting. All announcements, agendas and minutes for all meetings must be placed on file in the office of the Vice President of Learning.

Standing committee chairs will serve two-year terms. At their final spring faculty meeting, the faculty at large will elect committee chairs for those committees that must have faculty chairs. Nominations may be submitted to the responsible VP of Learning before the meeting and/or made from the floor. Chairs have no term limits, but they must be reelected after each term. In case the chair resigns the position during the year, the committee members will elect an interim chair to serve until the next year.

The chairs of the standing committees will be faculty members, with the exception of the following: Distance Learning; Recruitment, Retention, and Student Success; and the Lecture Series. Though faculty members could be chosen as chairs, these chairs do not have to be faculty members. If the College establishes a Developmental Studies committee, the Pre-college Committee could also have a non-faculty chair.

Unless otherwise designated in the APM, all committees should have at least one faculty representative from each of the three divisions. Those faculty representatives may volunteer or be nominated: the division will then vote to approve them. Committee members should serve three-year terms to give continuity to committee membership. There is no limit to the number of terms they may serve. In case of midyear vacancies, the committee chairs can submit names for a division vote to replace those leaving.