Chapter One: Instructional Affairs

Procedure Title: Shared Governance Structure
Based On: Board Policies 1, 2, and 3
Procedure Number: 1.10
Date Adopted/Revised: October 31, 2001; November 21, 2006; May 15, 2007; June 19, 2010; June 16 2014; November 2, 2015; July 22, 2016; October 31, 2016, March 3, 2017; August 28, 2017

Purpose

The Shared Governance Structure model engages the system of committees and councils to identify and solve problems and to address institutional needs.

Fundamental Principles

  • Decisions are made by the appropriate person or body within the college after solicitation of and taking due account of, input from those with relevant expertise or information, including all stakeholders (through their representative organizations).
  • Decisions and their rationale are shared with those who provided input through SouthArk’s system of Shared Governance.
  • Representatives who serve on recommending bodies ensure the accurate and timely flow of information between those they represent and the bodies on which they serve (in both directions).

Values to Guide Decision-Making

The committee structure is set to engage the faculty and other appropriate college personnel in finding solutions for the college. Given that everyone’s time is valuable, it is important for each committee to have meaningful issues to address and for a structure to exist that will ensure committee recommendations are heard and appropriately addressed. Committee and council meetings attendance is mandatory.

  • The educational needs of students are the highest priority within the college. SouthArk is committed to collaborative decision-making and information-sharing in addressing issues and developing procedures.
  • Access to information within the college is essential to developing quality decisions. Collaboration and involvement of employees will lead to better decisions and improved communication and morale.
  • Administrative functions must be designed to support educational quality, effectiveness, and efficiency. This entails collaborative development, measuring effectiveness, and regular review and refinement of college operating procedures.
  • SouthArk will tie in proposals to “best practices” or challenges its best practices in analyzing its operational performance.
  • SouthArk will support creativity and innovation in instruction.
  • Development and continual learning are essential to the achievement of quality service to students, the public, faculty, and staff.

Fundamental Structure of Shared Governance-Councils and Committees

Institutional decision making at SouthArk is supported by a system of Shared Governance composed of councils and committees that function as recommending bodies with respect to those matters that fall under their sphere of responsibility.

  • Councils are the primary vehicle to foster collaborative development or review of college procedures. A council is a recommending body that makes recommendations directly to the President and which has a sphere of responsibility of particularly broad scope or significance. SouthArk shall have the following four councils:
    • Academic Affairs Council
    • Administrative Affairs Council
    • Student Services Council
    • Planning Council
  • Committees are representative groups that focus on a specific area of college operations. These groups are intended to be standing, ongoing, groups that identify issues, collect facts, and recommend solutions to the appropriate council. Every committee shall be assigned to an appropriate council to assure that recommendations are reviewed appropriately and forwarded ultimately to the President. SouthArk has three different types of committee:
    • Standing Committees, which are expected to meet ongoing needs of the college.
    • Ad Hoc Committees which represent groups appointed for a limited time period to review issues or concerns, and to make specific recommendations to a committee or council. After it has met its functions, an ad hoc committee will be disbanded.
    • Appointed Committees which are special committees whose members are appointed by the President.

Access to Information

All councils, standing committees, and ad hoc committees will have written function statement, membership list (including terms of appointments), and contact information posted.

Chairs of all committees and councils are encouraged to post provisional minutes of meetings within 10 days of the meeting date, and must post final, approved minutes within 10 days of the committee’s next meeting. Minutes will be posted on the SouthArk web site.

Functions and Purposes of Councils and Committees

The commitment to Shared Governance entails a commitment to the effective use of participatory governing councils and committees to draw upon the expertise of the members of the SouthArk community, and to represent the stakeholders within the SouthArk community, in the process of governing the college and guiding it towards fulfillment of its mission.

The role of each governing council or committee is to make recommendations to the appropriate council and, ultimately, to the Executive Cabinet/President of the college with respect to a designated sphere of responsibility. For a committee to be effective in its work, its sphere of responsibility must be clearly defined in a set of functions, the fulfillment of which constitutes the purpose of the committee. To properly regulate committees, they must be created with a clearly defined and well constituted purpose, they must be evaluated with respect to both the continuing significance of their purpose and their ability to fulfill that purpose, and they must be continued, modified, or dissolved on the basis of those evaluations. The following are Council Responsibilities

  • Assign issues needing to be addressed to the appropriate committee under that council. Review, develop, and implement college-wide policies and procedures.
  • Hear committee recommendations, ask questions and either return work to committee for additional fine-tuning or move it on to the Executive Cabinet.
  • Make recommendations to Executive Cabinet. Evaluate committee effectiveness and efficiency.

Creation of Committees

A new committee is created when it is determined that some sphere of responsibility needs the attention of a representative, recommending body and that there is no currently constituted body to which the responsibility appropriately can be assigned. Anyone in the college community can propose the creation of a committee in writing to the relevant council(s) or committee(s)) whether the committee should be formed and what its exact function and membership ought to be.

The proposal for creating a new committee must include the following information:

  • A general description of need for the committee including whether it will be a standing committee (permanent) or an ad hoc committee (temporary)
  • A specific description of the function(s) of the committeee
  • Identification of the council to which the committee will forward its recommendations A draft of a work plan for the first year
  • Suggested membership of the committee Ex officio members
  • Slots designated for representation by categories Representatives of job functions Representatives of SouthArk constituencies

The following are committee chair responsibilities:

  • Lead meetings to address issues related to committee responsibilities.
  • Ensure preparation of committee minutes, reports, and recommendations that go to councils.
  • Ensure minutes are posted on the web within seven working days after the committee’s approval.
  • Report to the appropriate council and Executive Cabinet. Serve on appropriate council.
  • Record attendance of committee members in the minutes. Assign sub-committees (if needed and/or applicable).

The following are committee member responsibilities:

  • Sign in and attend entire committee meetings.
  • Participate in committee work by reviewing, developing, and implementing college-wide policies and procedures.
  • Serve on sub-committees (if applicable).

Academic Organization

  • The Vice President for Academic Affairs 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 for Learning and on the web site.

Committee Terms--Chairs, Vice-Chairs, Secretaries, and Membership

Standing committee Chairs will serve a one-year term and must serve one-year as Vice-Chair. Vice-Chairs are elected from within the committee. Members must serve a minimum of one year before being considered for service as Vice-Chair of a standing committee. The position of Secretary is to be elected from within the standing committee on an annual basis.

Standing committee members will be assigned to serve up to four-year terms to be staggered, ensuring that no committee loses a majority of its members as they rotate their service to other standing committees.

If the Chair resigns during the year, the Vice-Chair will become the Chair and another committee member will be elected from within the committee to serve the remainder of the Vice-Chair’s term.

The chairs of Academic standing committees will be faculty members.

Unless otherwise designated in the APM, all committees should have at least one faculty representative from each division.

At no time will one person determine the membership of a committee. The Nominating Committee will meet as needed to address standing committee membership openings.

Review, Modification, and Dissolution of Committees

To ensure that the efforts of each committee are worthwhile and contribute to the mission of the college, each committee will evaluate itself at the beginning of each year, report its evaluation to the council to which it makes recommendations, and be reviewed by that council. These evaluations will include a review of the functions of the committee, an assessment of whether the activities of the committee have been appropriately directed to its functions, and an assessment of whether the membership of the committee is appropriate for its functions.

Based on these evaluations, recommendations may be forwarded to the Councils for the modification or dissolution of a committee in the late spring. Councils will engage in a similar self-evaluation and make a report to the President/Executive Cabinet

  • Modification of a committee’s function
  • Modification of a committee’s membership
  • Dissolution of a committee

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COUNCILS and COMMITTEES

Functions and Information

NOMINATING COMMITTEE

Purpose/Function

  • Populate the membership of standing committees

Schedule

  • Meets once per semester on a date determined by the Chair and as necessary throughout the year

Membership

  • Two faculty members
  • Two members from Student Services
  • Two members from Finance and Administration
  • Ex-officio members include the VPL, VPSS, and VPFA

PLANNING COUNCIL

Purpose/Function

  • Communication and information sharing Reporting of data, information, and outcomes Strategic planning
  • Monitoring
  • Coordinating of ideas and plans
  • Having individual experts to answer questions about proposals, etc. No voting on the Planning Council

Schedule

  • Meets 4th Friday of every month

Membership

  • Chief Institutional Effectiveness & Advancement Officer (Facilitator)
  • President
  • VP for Fiscal Affairs
  • VP for Academic Affairs
  • VP for Student Services
  • Associate Vice President for Administration
  • Administrative Directors (Distance Learning, Library, Foundation, Financial Aid, Learning Center, Counseling)
  • Deans
  • Council Chairs (Academic Affairs, Student Affairs, Administrative Affairs)
  • Faculty Representatives (two from each Division)
  • SGA President

ACADEMIC AFFAIRS COUNCIL

Purpose/Function

  • Assign issues needing to be addressed to the appropriate committee under the council. Review, develop, and implement college-wide policies and procedures.
  • Hear committee recommendations, ask questions and either return work to committee for additional fine-tuning or move it on to the Planning Council.
  • Make recommendations to Planning Council. Evaluate committee effectiveness and efficiency.
  • The Academic Affairs Council is comprised of eight committees: Academic Standards, Basic Studies, Curriculum, Distance Learning, Faculty Affairs, Faculty Course Assessment, Faculty Professional Development, and Library.

Schedule

  • Meets 1st Friday of every month at 10:45 a.m., ADM Board Room Membership
  • Chair: Faculty member
  • Administrative Liaison: VP for Academic Affairs Committee chairs (8 committees)
  • Dean of Health Sciences Dean of Liberal Arts
  • Dean of Career and Technical Education Dean of Continuing Education
  • Administrative Directors (Adult Education, Distance Education, Library)
  • Program Directors (CJ, CNA, Educ., EMT, LPN/RN, HIT, OTA, MLS/Ph./EKG, PTA, Rad.Tech., Resp.Therapy, Surg.Tech., Process Tech)
  • Student Representative

NOTE: Program Directors may also be committee chairs

ACADEMIC STANDARDS COMMITTEE

Purpose/Function

  • Make recommendations on matters relating to the academic policies of the College; Hear and advise on academic appeals; and
  • Perform other duties assigned by the Vice President for Academic Affairs or the President.

Schedule

  • Meets as needed. Monday, 3:00 p.m. HSC 1st floor Lecture Hall.

Membership

  • Career & Technical Education Division (2representatives)
  • Health Sciences Division (2 representatives)
  • Liberal Arts Division ( 4representatives)
  • Continuing Education Staff Member
  • Dean of Enrollment Services
  • Vice President for Academic Affairs (ex-officio)

CURRICULUM COMMITTEE

Purpose/Function

  • Make recommendations on matters relating to curriculum design and curricular changes. Approve or disapprove curricular changes that affect only the faculty member or department requesting the change.
  • Recommend curricular changes that would affect the entire faculty to the Academic Affairs Council.
  • Recommend new program proposals to the Academic Affairs Council. Review existing programs on a rotating basis.
  • Perform other duties assigned by the Vice President of Academic Affairs or the President.

Schedule

  • No set meeting day/time/place

Membership

  • Career & Technical Education Division (2representatives)
  • Health Sciences Division (2 representatives)
  • Liberal Arts Division (4 representatives) -
  • Continuing Education Staff Member
  • Dean of Enrollment Services
  • Vice President for Academic Affairs (ex-officio)

DISTANCE LEARNING COMMITTEE

Purpose/Function

  • Follow distance learning policies established by the Higher Learning Commission and Arkansas Department of Higher Education.
  • Increase student access to learning opportunities.
  • Enhance the abilities of the college to respond to learner needs. Respond to workforce development needs.
  • Assure quality of instruction to place and time-bound students. Deliver online programs to expand access to adult learners.
  • Provide support and training for students, faculty and staff in the use of technology. Use technology to extend learning opportunities and activities beyond the classroom. Enhance the use of instructional technology within the classroom.

Schedule

  • 1st Friday of every month at 8:00 a.m., TEC 229 Membership
  • Career & Technical Education Division (1 representative) Distance Education Specialist
  • Health Sciences Division (2 representatives) IT Department Representative
  • Liberal Arts Division (4 representatives) - Library Representative

  •  

    Student Services Representative
  • Director of Distance Learning (Permanent Chair) Dean of Career & Technical Education (ex-officio) Dean of Health Sciences (ex-officio) Dean of Liberal Arts (ex-officio)

FACULTY AFFAIRS COMMITTEE

Purpose/Function

  • The committee may develop recommendations affecting faculty in the areas of employment, compensation and benefits, professional responsibilities and development, and institutional governance and submit them for consideration to the Academic Affairs Council.
  • The committee chair may make a report at each general meeting of the faculty/professional staff. This report may include advice on standing committee proposals as well as recommendations developed by the Faculty Affairs Committee.
  • In order to ensure effective communication, the committee chair will meet regularly with the President as a member of the Academic Affairs Council to discuss faculty-related issues.
  • At the recommendation of the committee and notification and scheduling through the Vice President for Academic Affairs, the committee chair may convene a meeting of the faculty.
  • Perform other duties assigned by the Vice President for Academic Affairs

Schedule

  • 4th Thursday of every month at 4:00 p.m., WHT 211
  • MembershipCareer & Technical Education Division (2representative)
  • Health Sciences Division (2 representatives)
  • Liberal Arts Division (4 representatives) -
  • Continuing Education Staff Member (1 – Workforce representative)

FACULTY COURSE ASSESSMENT COMMITTEE

Purpose/Function

  • Develop and review student assessment of learning activities.
  • Collect, analyze and document patterns of evidence that demonstrate strengths and weaknesses of the assessment of student learning.
  • Make recommendations from data collected by faculty as a basis to improve student learning.
  • Develop and review the content of faculty/course evaluation.
  • Coordinate preparation of annual assessment to be presented to the Academic Affairs Council.
  • Make recommendations to the college’s leadership regarding strategic planning and budgeting that will impact student learning/teacher effectiveness.

Schedule

  • 1st Friday of every month at 9:30 a.m., HSC Conference Room Membership
  • Career & Technical Education Faculty (1 representative)
  • Liberal Arts Faculty (3 representatives) -
  • Health Sciences Faculty (2 representatives) Dean of Continuing Education
  • Director of Distance Learning
  • Chief Institutional Effectiveness & Advancement Officer (Permanent)
  • Dean of Enrollment Services (ex-officio)
  • Dean of Health Sciences (ex-officio)
  • Dean of Liberal Arts (ex-officio)

LIBRARY COMMITTEE

Purpose/Function

  • Make recommendations on library philosophy, collection, and selection and usage procedures.
  • Recommend general library rules and regulations. Recommend policy for service to external groups.
  • Perform other duties assigned by the faculty, Vice President for Academic Affairs, or the President.

Schedule

  • 3rd Tuesday of every month at 3:00 p.m., Library Conference Room Membership
  • Career & Technical Education Division (1 representative) Health Sciences Division (1 representative)
  • Liberal Arts Division (2 representatives) -
  • Classified Staff (1 representative) Professional Staff (1 representative) Library Staff Member (Permanent) Library Director (Permanent)

STUDENT AFFAIRS COUNCIL

Purpose/Function

  • Assign issues needing to be addressed to the appropriate committee under the council.
  • Review, develop, and implement college-wide policies and procedures.
  • Hear committee recommendations, ask questions and either return work to committee for additional fine-tuning or move it on to the Planning Council.
  • Make recommendations to Planning Council. Evaluate committee effectiveness and efficiency.
  • The Student Affairs Council is comprised of four committees: Pre-College Education; Recruitment, Retention and Student Success; Scholarship, and Student Services

Schedule

  • Meets 2nd Friday of every month Membership
  • Chair - elected from committee chairs Administrative Liaison: VP for Student Services Committee chairs (4 committees)
  • Dean of Enrollment Services Administrative Directors Student Representative

RETENTION & STUDENT SUCCESS COMMITTEE

Purpose/Function

  • Assess all aspects of college preparation both on campus and in the community; Develop and manage a plan for recruitment of students in Adult Education, Secondary Technical Center, and other college readiness programs;
  • Facilitate interdepartmental communication and collaboration among previously stated programs;
  • Make recommendations to Student Affairs Council; and Act upon issues referred by the Student Affairs Council.

Schedule

  • TBD

Membership

  • Academic Advisor Administrative Representative
  • College and Career Coach/Transfer Advisor Director of Career Pathways
  • Director of Upward Bound
  • Health Sciences Division (1 representative) Liberal Arts Division (1 representative)
  • Student Recruitment Specialist
  • Director of Adult Education (Permanent)
  • Director of Secondary Technical Center (Permanent)

RECRUITMENT COMMITTEE

Purpose/Function

  • Periodically review and update processes, policies and procedures of SouthArk Recruiting, Retention and Student Success plan from potential new student to graduation. Develop new recruiting strategies that will attract more and better students to SouthArk. Examine current retention strategies to determine which efforts are effective and which need improvement.
  • Develop new policies that will aid in the success of all SouthArk students. Act upon issues referred by College Leadership Team.

Schedule

  • Meets 3rd Wednesday of every month at 4:00 p.m., SSC 246 Membership
  • Database Administrator Director of Adult Education Director of Career Pathways

  •  

    Director of Financial Aid
  • Director of Learning Center & Testing Coordinator of Marketing & Communications Coordinator of Upward Bound

  •  

    College and Career Coach/Transfer Advisor Student Success Counselor
  • Webmaster

  •  

    Liberal Arts Division (1 representative)
  • Health Sciences Division (1 representative) Dean of Enrollment Services (Permanent)

  •  

    Student Recruitment Specialist (Permanent) Vice President for Student Services (Permanent)

SCHOLARSHIP COMMITTEE

Purpose/Function

  • Committee meets to consider financial aid appeals or scholarships to be reviewed.

Schedule

  • Meets as needed Membership
  • Health Sciences Division (2 representatives) Liberal Arts Division (2 representatives)
  • Financial Aid Analyst (ex-officio) Director of Financial Aid (Permanent)

STUDENT SERVICES COMMITTEE

Purpose/Function

  • Make recommendations on matters pertaining to student affairs.
  • Make recommendations on new clubs and other student organizations. Hear appeals relating to student disciplinary matters.
  • Make recommendations to the President for nominations to Who’s Who Among Students of American Universities and Colleges.
  • Plan and implement annual Recognition Ceremony.
  • Perform other duties assigned by the faculty, Vice Presidents, or the President.

Schedule

  • Meets 3rd Friday of every month at 9:00 a.m., HSC 310 Membership
  • Health Sciences Division (2 representatives) Liberal Arts Division (2 representatives)
  • Classified staff representative Student representative Administrative staff representative
  • Vice President for Student Services (ex-officio)

ADMINISTRATIVE AFFAIRS COUNCIL

Purpose/Function

  • Ensure the College meets the institutional support needs in a manner that meets standards and policies set by the South Arkansas Community College Board of Trustees, State of Arkansas and other entities.

Schedule

  • Meets 3rd Friday of every month Membership
  • Chair: Elect from committee chairs
  • Administrative Liaison: Vice President for Fiscal Affairs
  • Associate Vice President for Administration
  • Director of Physical Plant Director of Human Recourses Director of Public Safety Controller
  • Manager of Financial Accounting Manager of Purchasing/Payables
  • Coordinator of Marketing/Communications Student Representative (Appointed by VPSS) Committee Chairs

ADMINISTRATIVE TECHNOLOGY ADVISORY COMMITTEE

Purpose/Function

  • The purpose of the Technology Advisory Committee is to provide feedback to the Chief Information Officer and the Executive Cabinet on policies and procedures for administrative technology services offered by the Information
    Technology Department. This committee will also provide feedback on administrative technology initiatives and the college technology plan.

Schedule

  • The committee will meet quarterly or more frequently if necessary.

Membership

  • Associate Vice President for Administration
  • Data Administrator
  • Fiscal Affairs Representative (Appointed by VPFA) Faculty from each division (Appointed by VPAA) Student Affairs Representative (Appointed by VPSS)
  • Community Education Representative (Appointed by VPAA)

EMERGENCY RESPONSE TEAM (ERT)

Purpose/Function

  • Respond to emergencies on the South Arkansas Community College campus and sites to help prevent injuries and loss of life and property.
  • Responsibilities include having a detailed knowledge of the College’s Emergency Operations Plan including recommending necessary updates to the Plan.

Schedule

  • Meet monthly or more often as needed.

Membership

  • President
  • Vice President for Fiscal Affairs
  • Vice President for Academic Affairs
  • Vice President for Student Services
  • Associate Vice President for Administration
  • Director of Campus Security
  • Dean Health Sciences Director of Nursing
  • Director of Physical Plant
  • Coordinator of Communication and Marketing Dean of Community Education
  • Dean of Liberal Arts
  • Chief Institutional Effectiveness & Advancement Officer Director of Human Resources
  • Controller
  • Manager of Financial Accounting Manager of Purchasing/Payables Dean of Enrollment Services Others as assigned

FACILITIES, ENERGY, AND SAFETY COMMITTEE

Purpose/Function

  • To assist in the maintenance, cleanliness, and planning for the facilities. Provide direction and leadership in maintaining safe campuses (sites) and reducing energy consumption.
  • The committee will provide assistance in meeting the State of Arkansas energy reduction mandates.

Schedule

  • Meet quarterly or more often as needed.

Membership

  • Director of Physical Plant Building Coordinators Director of Public Safety
  • Student Representative (Appointed by VPSS) Three Faculty Representatives (Appointed by VPAA)
  • Community Education Representative (may also be a Building Coordinator) (Appointed VPAA)
  • Student Services Representative (may also be a Building Coordinator) (Appointed VPSS)

HUMAN RESOURCES COMMITTEE

Purpose/Function

  • Review the current benefit program for SouthArk employees and make recommendations for future benefits offered through the Human Resources office
  • Develop programs to impact the health, welfare, and morale of employees at SouthArk Continually and regularly review and update procedures in the APM, specifically Chapter Two, Personnel
  • Continually work to improve and encourage diversity throughout the campus in all employee related programs and procedures
  • Develop new procedures required to meet applicable Federal, State, and Local regulations Schedule

Schedule

  • Meets quarterly or more often as needed

Membership

  • Employee Club President
  • Faculty representative from each division (three total)
  • Representative from Division of Workforce and Continuing Education Representative from Student Services
  • Representative from Finance and Administration Representative from Information Technology Department
  • Ex-officio members include VPFA, Director of Human Resources, and the Benefits/Payroll Coordinator

PROFESSIONAL DEVELOPMENT COMMITTEE

Purpose/Function

  • Survey faculty and staff for professional development needs annually.
  • Recommend professional development activities for faculty and staff based on the survey results.
  • Review evaluations for professional development activities at SouthArk.
  • Manage the professional development webpage, including the professional development calendar.
  • Review all professional development requests submitted to the professional development committee.

Schedule

  • Meet annually.

Membership

  • Director of Human Resources
  • Corporate and Community Education Coordinator One Faculty Member - Health Science One Faculty Member - Liberal Arts
  • One Faculty Member - Career and Technical Education
  • One Faculty at large
  • One Professional Staff member One Classified Staff member
  • Ex-Officio - Associate Vice President for Administration
  • Reporting
  • Administrative Affairs Council

APPOINTED COMMITTEES

GRIEVANCE COMMITTEE - ACADEMIC AFFAIRS

Purpose/Function Schedule

  • As needed
  • Appointed by the President

GRIEVANCE COMMITTEE - ADMINISTRATIVE AFFAIRS

Purpose/Function

  • 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).
  • To hear the respondent’s answer to the complaint brought against him or her.
  • To come to a decision as to whether the grievance is justified based on the evidence heard. To prepare a written report that is forwarded to the President who will make a final decision on the matter.

Schedule

  • As needed Membership
  • Appointed by the President

LECTURE SERIES COMMITTEE

Purpose/Function

  • Advise the president on whom to book for lectures. Plan, promote, and coordinate each event in the series.
  • Evaluate each event to identify weaknesses and make improvements.

Schedule

  • As needed Membership
  • Appointed by the President