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2013-04-29

Minutes of the College Governance Committee
April 29, 2013, at 1 p.m.
 
The meeting of the College Governance Committee was called to order by Ernie Wade at 1 p.m.
Those in attendance included the following: Ernie Wade, Rick Tyler, Mary Canfield, Linda Daye, Dianne Sykes, David Lightfoot, Mike Bradford, Leticia Forster, David McGee, Irene Wheeler, Xavier Retnam, Jessy Hogan, Will Sandidge, and Gayle Kiger.
Special Guests: Muriel Mickles

A motion was made by Ernie and duly seconded by David M. to approve the minutes from the March 19, 2013, meeting. The motion carried unanimously.
Ernie questioned if the College is currently developing a Strategic Plan. He stated he thought each division of the College was supposed to develop their own strategic plan that comprised of a mission statement, goals, and budget and those individual plans are to be integrated into a college-wide plan. Will stated that was correct but the Chancellor’s goals are the basis of CVCC’s goals. Will also discussed the budget for 2013-2014 and stated each division is starting this year with a zero budget and must justify each request.
Ernie questioned as to what role the CGC will play in the strategic plan process. Muriel stated at this time, an ad hoc committee has been working to create this process but at this point, it is in its infancy stage but she is certain the CGC will play a large part in the creation of a strategic plan.
Ernie distributed a revised document of the Roles of CVCC Governance Groups (See below for entire document.*) for discussion. Muriel stated this document was revised to clarify the role of the CVCC Governance Council (CGC). Many changes and suggestions were discussed by the members present. Muriel requested for David M. to meet with her at a later date to discuss this in more depth.

NEW BUSINESS:
None at this time.

COMMITTEE REPORTS:
Xavier distributed and read a summary of the Evaluation and Assessment Committee. (See entire document below.**) Will stated, in his opinion to be effective next year, the Evaluation and Assessment Committee would be making recommendations to the CGC. David M. agreed with Will citing a statement in the Roles of CVCC Governance Groups which states “The Policy Committees will engage in policy-making recommendations,” to the CGC and then to the President’s Cabinet.
David M. stated the activity hour was set aside for committee meetings but this semester, several full-time faculty are teaching during this time which prevents them from attending the committee meetings. He stated to make the committee structure work, attendance must be enforced. Muriel stated the new faculty evaluation will be based on participation. David M. stated the College can set a small percentage of evaluations to be based on participation. Linda stated this was a college-wide problem. 
Ernie stated he is serving on an ad hoc committee that is reviewing the final exam schedule and they are trying to minimize conflicts. He stated they are hoping to be able to present their recommendations to the Faculty Association very soon.
Ernie stated he was asked by the Educational, E-Learning, and Information Technology Committee (E2IT) to be involved in a pilot of Lecture Capture. He stated he has been using it in his Monday evening class and has asked his students to give him feedback on their opinions.
Rick stated he attended a VCCS Public Speaking Retreat and was tasked with assessing over 600 speeches in varying formats. He stated in his opinion, most left him wanting but overall he thought Panopto lecture capture and distribution software) was the best.
Discussions included the dates of future meetings. Muriel thinks the Ad Hoc Committee of the Governance Committee will probably update the meeting dates for the upcoming year but feels the CGC will probably be responsible for the years after.
The meeting adjourned at 2:10 p.m. with the next meeting to be held in September.
 
*Revised March 28, 2013
III. Roles of CVCC Governance Groups
                                                      
 The CVCC Governance Council (CGC) is comprised of the chairs of all policy committees, the presidents of each constituency group, the President’s Cabinet and the College President. The primary responsibility of this group is to accept or reject completed policy proposals that have been brought to the CGC after having been discussed and approved by a policy committee or constituency group and all other groups who are affected by that policy proposal. Rejected proposals will be sent back to the initiating group.  The CGC will discuss and create policy proposals only on those issues that fall outside the purview of any existing committee, constituency group or department.  Additionally, the CGC will oversee the functioning of all aspects of the Governance Model. 
 
Any policy proposals that are approved by the CGC must fall within the rules and procedures of federal, state, VCCS, and CVCC Board requirements.  All policy proposals approved by the CGC will be submitted as a Consent Agenda for inclusion in the next President’s Cabinet meeting. The President’s Cabinet may remove any Consent Agenda item for further analysis by the initiating group.
 
The President’s Cabinet members are responsible for areas within their scope of responsibility. This group consists of the President, Vice Presidents, and Human Resources Director, constituency group Presidents, Dean of Institutional Effectiveness and Planning, and others upon request.  They will revise and recommend policies based on mandates from the VCCS and other governing bodies and identify the need for new or revised policies.  Policies presented to the President’s Cabinet as a Consent Agenda Item will become official policy. All other new governance policies and substantive revisions to existing policies must be reviewed and approved by the President’s Cabinet before becoming official policy. After this process is completed, the Vice President of Finance and Administration will ensure that the new policy is communicated to the CVCC community and appropriately published and enacted.
 
Deans are responsible for assuring adherence to established policies in the conduct of College business. Deans may issue procedures associated with a policy within their areas of responsibility, and ensure the accuracy and timeliness of policies and procedures. This responsibility includes proper notification to respective faculty and staff of changes and updates to these policies and procedures.
 
The Policy Committees will engage in policy-making recommendations that impact one or more aspects of teaching, learning, and operations. Completed policy recommendations are submitted to the CVCC Governance Council. The Policy Committees may be charged with addressing special projects, or strategic tasks of the College related to their area of responsibility.  Committees may vary from year to year based on the changing needs of the College.
 
Program Committees will engage in supportive activities and programs of the college and make recommendations to the policy committees or constituency groups as appropriate.
 
Constituency Groups will provide representation and access for all segments of Central Virginia Community College.  Each group is self-governing and operates according to its own by-laws, sets its own agenda and provides representation on standing, ad hoc, program and policy committees from its membership.  The purpose of the constituency group is:
·        To create a forum to discuss concerns pertinent to the group;
·        To disseminate information;
·        To discuss proposed new policies and/or policy changes;
·        To develop policies that are applicable only to that constituency group;
·        To promote communication
 
The current Constituency Groups are:
·        Faculty Association
·        Classified Staff Association
·        Part-time Employee Associations
·        Student Government Association
 
IV.   Policy Approval Protocols
 
A.     For those policies or issues only affecting a single constituency group, committee, or department, the path of approval would be as follows: 
 
1.     The single constituency group, committee, or department initiating the proposal will conduct the research, collect any necessary data, and author the initial proposal.
 
2.     The initiating group will forward the proposal to the next appropriate governing body for consideration (i.e. Instructional issues will be forwarded to the Deans).
 
3.     If approved by all appropriate governing bodies, the proposal will then be forwarded to the President’s Cabinet for consideration, publication and enactment or be returned to the initiating group for further consideration.
4.  If returned, the initiating group may modify the proposal and resubmit.
 
Examples of this type of policy or issue might include:
* Common syllabus elements policy developed by the Faculty Association
* Policy requiring all lab participants to wear lab coats, proposed by faculty, taken to the Dean, forwarded to Vice President of Academic Affairs and Student Services
* Policy regarding number of Student Government officers
* Policy regarding adjunct faculty use of email
B.     For those policy proposals or issues that affect more than a single constituency group or department, the path of approval would be as follows:
 
1.     The committee or constituency group initiating the proposal will conduct the research, collect any necessary data, and author the initial policy proposal. 
2.   The initiating group will determine other appropriate committees or constituency group to which the proposal should be forwarded for consideration.  They will also determine if an additional ad hoc committee should be assembled to consider the policy proposal. 
 
3.   If necessary, the initiating group will revisit the policy proposal after its consideration by the additional committees, and modify the policy proposal accordingly.
4.     The initiating group will then forward the policy proposal to the CGC.
 
5.     Proposals rejected by the CGC will be returned to the initiating group.   The initiating group may then modify the proposal and resubmit.
 
6.     The CGC will forward an approved policy proposal as a Consent Agenda to the President’s Cabinet for publication and enactment. The President’s Cabinet may remove any Consent Agenda item for further analysis by the initiating group.
 
Examples of this type of policy might include:
* Changes in campus computer-use policy
* Updates of in-house security policy
* Updates in the policy of making changes to the college catalogue
* SACS Institutional Effectiveness policy
 
C.  For those policies or issues that fall outside of the purview of an existing committee (originating from the administration, ad hoc committees, task forces, individuals, etc.), the path of approval would be as follows:
 
1.     The CGC will conduct the research, collect any necessary data and author the proposal with the involvement of appropriate committees or constituency groups.
 
2.      All policy proposals approved by the CGC will be submitted as a Consent Agenda for inclusion in the next President’s Cabinet meeting. The President’s Cabinet may remove any Consent Agenda item for further analysis by the initiating group.
 
 
**Evaluation and Assessment Committee Report
(Distributed by Xavier Retnam)
We have come a long way and have evolved to be an important committee for our college at this time. We have accomplished a lot in this one academic year, but we have a lot of work ahead of us. When the committee first met, it was not well defined in its function and role. We took on what was expedient at that time, which was to consider the task of creating the policy on Faculty Evaluation. Our subcommittee on Faculty Evaluation, in conjunction with the Faculty Task Force, worked on this policy and we have spent a lot of time perfecting it. We have kept the Office of Institutional Research regularly reporting to us the time line for the assessments for the SACS accreditation and have helped the Office of Institutional Research work through this assessment process.
 
Our committee has participation from administration, faculty, and staff. In Spring we lost two members of the committee who are faculty. In the meantime the committee is evolving to play an important role in the accreditation process.
 
Now it is clearly defined as the committee that provides advisement and support in the effective collection of data, evaluation, and research to accomplish the mission of the Central VA Community College specifically as it involves (1) SACS reaffirmation (2) student course evaluations, (3) academic program assessment, (4) annual evaluation of employees by supervisors, and (5) annual administrator evaluation by faculty, staff, and secondary administrators.
 
We have met with the SACS committee on April 10. We communicated to SACS the committee’s function, the constituency groups in the committee, what we worked on so far, and what it is planning to do in the future. As I mentioned in the meeting we will take up program assessments and the revision of the assessment goals based on the collected data. This will be the major task of this committee next year. We need to take up staff evaluation process in the future. As a committee that is playing an important role in the accreditation process this committee needs to be well connected to the other committees especially the committee on compliance, committee on committees, QEP, Curriculum and Instruction Policy, and Program Goals and Assessment. I suggest that these committees communicate with the Chair of the Evaluation and Assessment committee by directly sending the minutes of the meetings. We had the growth spurt in the last two months and did not have time to connect with the other committees. The committee is not clear as to whether this is a committee that makes recommendations on polices or a committee that makes policies. A little bit honing on its structure will make the committee function better to accomplish its goals.
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