Guidelines For Standing Committees

Preamble

College Standing Committees exist at the discretion of the President. The purpose of these committees is to make recommendations concerning governance of the College. Membership of a given committee should represent all employees and students who work and study at the College. Membership on College Standing Committees is one of several avenues of service to the College and the greater community available to employees and students. Service to the College and the greater community is an expected element of employment at the College.

Guidelines For Standing Committees

Membership – Selection and Responsibility

The purpose of standing committees at Volunteer State Community College (VSCC) is to implement and ensure shared governance of the College by making recommendations concerning said governance.  A key consideration in determining committee membership should be equitable representation of the College and its diversity. Membership on College Standing Committees is one of several opportunities and obligations available to faculty, staff, and students to serve the College and the greater community.

The request for membership will come from the President’s Office. Faculty and staff may volunteer or be appointed to serve on committees.  The College Steering Committee will make recommendations for membership on committees.  Faculty members in the promotion and tenure process will receive priority in committee appointments.  After review and approval by the President’s cabinet, the College Steering Committee chair will notify faculty and staff regarding committee assignments.   The members of each committee are responsible for fulfilling each committee’s purpose and for maintaining effective two-way communication between the committee and their constituencies they represent.  Members of each committee shall serve a maximum of three (3) years on the same committee.  Participation in committee activities is an important function and will be reflected in employee evaluations.

Committees have the ability to delegate projects to sub-committees which report findings and results to the main committees. Sub-committee members may be existing members of the primary committee, may volunteer, or may be appointed by the primary committee Chairs.

All committees and sub-committees will keep minutes which, after approval, are to be recorded, stored, and available electronically and accessible by all College employees.  Sub-committees must record and store minutes as above, but may do so by including them in the minutes of the larger committee under which they serve.  The College Steering Committee will send periodic reminders to the college community about the electronic availability of committee minutes. 

Chairperson – Selection and Responsibility

Each standing committee will select a Chair for the upcoming academic year no later than the last meeting of the current academic year (or April 30).   If a Chair is not selected by the committee, then the College Steering Committee will recommend the Chair.  Chairs shall serve a maximum term of two years with staggered terms to minimize chair turnover.  Chairs should not chair more than one Standing Committee or Council concurrently.  First-time committee Chairs will attend an orientation provided by the College Steering Committee.  Chairs will:

  1. Solicit agenda items.
  2. Conduct all meetings.
  3. Contact any member who has missed two meetings.
  4. Act as liaison with Vice President to whom the committee reports.
  5. Approve and ensure accurate reporting and posting of committee minutes.
  6. Be a nonvoting member but serve as a tie breaker in the event of tie.
  7. Identify and invite persons with expertise as the need arises.
  8. Submit recommendations to the Vice-President to whom the committee reports and maintain communication until feedback is received.
  9. Follow Robert’s Rules of Order. ( http://www.rulesonline.com)
  10. Recognize when a quorum has or has not been met.  A quorum will be 50% of the committee membership plus one (1), except where specified.  A Chair may be included in a quorum count.  Any attendance or quorum issues should be reported to the College Steering Committee.
Recorder – Selection and Responsibility
The Recorder is selected through nomination, voted on by the committee membership, and approved by the Chair for a term of at least one year. The Recorder should be a voting member of the committee and should be appointed without regard to the person’s position within the college. If the committee cannot select a recorder, then the College Steering Committee will make the appointment.
The Recorder will:
  1. Record attendance.
  2. Report the proceedings of each meeting accurately.
  3. Post minutes of meetings in the official repository.
    • Please complete a iService Desk ticket to request access to the repository.
  4. Follow Robert’s Rules of Order.  ( http://www.rulesonline.com)
  5. Recognize when a quorum has or has not been met.  A quorum will be 50% of the committee membership plus one (1), except where specified  A Chair may be included in a quorum count.  Any attendance or quorum issues should be reported to the College Steering Committee.  
Ex-Officio Members

Ex-Officio members will:

  1. Serve as non-voting members.
  2. Be selected due to their expertise.
  3. Serve as liaison between the committee and the departments they represent.
  4. Not be included in the total membership ranges nor be counted for quorum.
  5. Attend meetings at their discretion.
  6. Not be eligible to serve as Chair.
Members-at-large

Members-at-large will:

  1. Represent any position of the institution
  2. Fill the maximum number of committee members specified in the committee’s guidelines but may not exceed the maximum membership indicated for the committee.
Meetings - Number

Committees shall meet once a month, or more/less if needed. Certain committees meet only as needed, such as the Food Service Committee, the Bookstore Committee, the Discipline Committee, and the Intellectual Property Committee. Refer to grid at the beginning of the delineation of committees for schedule of initial meetings.

Reporting Relationships

Reporting relationships are described in the guidelines for each committee.

Annual Report

An annual report of actions and/or recommendations should be completed and submitted to the President’s office by April 1st of each year.  Brief descriptions of the work of sub-committees should be included.

Guidelines for Ad Hoc Committees

The function of the college’s ad hoc committees (formerly known as task forces) is to take action on a specific task as the need arises.  An ad hoc committee should only be appointed to fulfill a task that falls outside the assigned function of an existing standing committee.  The administrators overseeing the work of the committee will appoint members.  When an ad hoc committee’s task is accomplished and its report delivered to the appointing authority, the committee automatically ceases to exist.  Ad hoc committees must conform to the same reporting rules of standing committees in regards to recording, storing, and publishing minutes. 

Only the President or a Vice-President may form an ad hoc committee, and he or she must notify the College Steering Committee of the proposed committee formation before the committee is established.

Suggested Committee Calendar
  • Meeting times may vary depending on availability for members.
  • Committee chairs will determine the locations for committee meetings.
  • Week 1 is the first Full week of September.
WEEK Monday 2:30 Tuesday 2:30 Wednesday 2:30 Thursday 2:30 Friday N/A
1 Campus Facilities Promotion & Tenure Instructional Assessment Commencement
2 Computing & Technology Institutional Effectiveness Curriculum Professional Development
3 Academic Integrity Scholarships & Awards International Education Diversity & Cultural Awareness
4 Athletics Employee Relations Enrollment Management

The following Standing Committees do not have a regularly scheduled time since meetings are set as needed.

  • Bookstore
  • Discipline
  • Financial Disclosure Review
  • Food Service
  • Intellectual Property