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Pima County Community College District Standard Practice Guide

SPG Title:   College Standing Committees, Task Forces, and Faculty and Staff Governance Review Bodies
SPG Number:   SPG-1502/AA
Effective Date:   7/1/98
Approval Date:   2/17/98
Review Date(s):   4/29/09
Revision Date(s):    4/29/09
Schedule for Review & Update:   Annually
Unit Responsible for Review & Update:   Chancellor
Sponsoring Unit/Department:  Chancellor
Regulation Title & No.:  College Standing Committees, RG-1502/A
Board Policy Title & No.: College Organization, BP-1502
Legal Reference:       
Cross Reference:
  Prime Policy, BP-1101, Faculty Personnel Policy Statement


Purpose

The purpose of this SPG is to communicate the College's expectations regarding written documentation, scope of activities, and the conduct of meetings of College standing committees, task forces, and faculty and staff governance review bodies, all of which are a vital component of many of the College's decision-making processes.

Definitions

College Standing Committees.  College standing committees deliberate those issues of college-wide significance which need ongoing monitoring. They are composed of individuals who are broadly representative of the College community at large.  All College standing committees are advisory to the administration, should have a clear charge which serves to guide discussion and deliberations in committee meetings, and may issue recommendations relative to their charge.

Task Forces.  Task Forces undertake the study of functional issues of college-wide significance on a special project basis and for a limited period of time.  All College task forces are advisory to the administration, should have a clear charge which serves to guide discussion and deliberations in task force meetings, and shall issue recommendations relative to their charge.

Faculty and Staff Governance Review Bodies.  Faculty and Staff Governance review bodies serve as the formal reviewing bodies for faculty (through Faculty Senate) and staff (through Staff Council) and provide input in the development of new Board policy through the governance review process as specified in the College's Prime Policy (BP-1101). Selection of members to Faculty Senate and Staff Council is governed by the charters of these organizations.

Process and Procedures

Membership on Standing Committees and Task Forces

All committee openings are due to the Chancellor by February 15. A list of all committee vacancies will be compiled and all employees will be notified by March 1 of which committees have openings that they can apply for. The master list of eligible candidates will be given to the Faculty Senate, Staff Council and the Administration by April 1 and will have until April 15 to return any selections to the Chancellor’s Office. All appointments to committees will be made by May 15 with the goal of diversity reflective of the college community.

Individual faculty or staff may serve on more than one college standing committee per academic year if approved by the Chancellor.

All standing committees and task forces may be chaired by the sponsoring administrator (or designee) or a chair or co-chair elected at large by the membership of the standing committee or task force with some committees designated as having a faculty member as co-chair. An elected chair or co-chair of a standing committee will serve for a two-year term, and may be re-elected by the committee membership for one additional term. An elected co-chair of a task force will serve for the term of the task force.

Because the work of College standing committees is typically expected to last longer than one year, it is important to ensure continuity. To that end, standing committee members shall serve staggered two-year terms so that no more than 50% of a standing committee's membership changes in any given academic year. In the case of newly formed standing committees, one half of the initial members shall serve two year terms, and the other half three year terms (to be determined by lot) so as to assure continuity through the first three years of a standing committee's work.

Written Documentation of Meetings

By October 1, the standing committee chair or co-chair shall submit the meeting dates, times and locations of all standing committee meetings to the Chancellor and be posted on the college portal.  By May 15, recommendations for changes to the committee charge and the annual committee report shall be submitted to the Chancellor for review, approval and for posting on the college intranet.

The chairperson(s)-or equivalent-of each College standing committee, task force, or faculty and staff governance review body shall ensure that a written record of the results of each meeting is made and published on the college intranet, in the form of meeting notes.  The written documentation of the work of all College standing committees, task forces, and faculty and staff governance review bodies is considered to be a public document, and so copies may be requested by individual College employees, employee groups, the public, external investigative agencies or subpoenaed by the courts.  As a public document, written documentation for a College steering committee, task force, or governance review body may serve as evidence in grievances or other College complaint procedures.

PCCEA, the faculty representative organization, is authorized by Board policy to request copies-including annual compilations-of the written documentation for all College standing committees.

Conduct of Meetings

All College committees will comply with all Board policies and state laws in the conduct of its business.  The College expects verbal and written communications from any member of any College standing committee, task force, or faculty and staff governance review body:

  • will respect the principle of intellectual freedom and the diversity of opinions which can arise in the course of exploring, discussing and debating issues in an institution of higher education;
  • will exercise good judgment and discretion in expressing their opinions; and
  • will ensure that all committee members and guests behave and communicate professionally in the conduct of College business.

Outcome

College committee activity will be consistent and in compliance will appropriate College processes and practices.