Guidelines For Standing Committees

Approved by Cabinet, January 25, 2016
Recommended Changes:  October 27, 2015


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.

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. Minutes are accessible on the “V” Drive.  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 Chair will send reminders during the fall and spring semesters to the college community about the electronic availability of committee minutes.

Timeline for Committee Selections

Changes to VSCC Standing Committee Membership or VSCC Standing Committee Guidelines

All requests for changes to the VSCC Standing Committee List or the VSCC Standing Committee Guidelines shall be submitted via email to the Chair of the College Steering Committee by the 15th of each month (August-March).  The change request should include justification and supporting details (i.e. committee name, guidelines page number, faculty/staff name, title and department, and/or any other details outlining the changes). They will be voted upon by the College Steering Committee and then submitted to Cabinet for a final vote.  The status of the requests will be communicated to requestor as soon as Cabinet makes a final decision.  Routine membership replacements throughout the year (change in position, retirement, resignation, etc.) will be handled/assigned by the College Steering Committee.

Chairperson - Selection and Responsibility

Each current standing committee will elect a Chair for the upcoming academic year no later than the last meeting in February.   Faculty or staff may not serve as chair if their job responsibilities would be impacted by the decisions of the committee. If a Chair is not elected by the committee, then the College Steering Committee will recommend the Chair.  Chairs should not chair more than one Standing Committee or Council concurrently.  Only faculty and staff may serve as Chair.  A Chair’s term is two years and concludes at the end of the spring semester of their 2nd year; the new Chair’s term shall begin at this point.  First-time committee Chairs will attend a Committee Chair and Recorder Training provided by the College Steering Committee.  Chairs will:

Monitor attendance, along with the Recorder, to ensure that alternates, substitutes, or proxies are not sitting in for members who are unable to attend a meeting.  Alternates, substitutes, and proxies are not allowable.

Recorder - Selection and Responsibility

The Recorder is elected by volunteer or through nomination, voted on by the committee membership, and approved by the Chair for a term of at least one year unless appointed by the Office of the Vice President to whom the committee reports. 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.  First-time committee Recorders will attend a Committee Chair and Recorder Training provided by the College Steering Committee.

The Recorder will:

Follow Robert’s Rules of Order as appropriate.  ( http://www.rulesonline.com)

Ex-Officio Members

Ex-Officio members will:


Members-at-Large will be selected from any area of the College to fill the slots specified in the committee guidelines. 

Meetings  - Number

Standing Committees should meet once a month or as needed and should try to conclude all business by the end of spring term. Standing Committees typically do not meet during the summer; however, some Standing Committees may need to do so at the discretion of the Vice President to whom those committees report.  Refer to the schedule for the calendar of committee meetings.

Reporting Relationships

Reporting relationships are described in the guidelines for each committee.

Annual Report

An annual report of committee actions and/or recommendations must 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

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 with guidelines, membership, and a Chair and Recorder before the committee is established.

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.


Week Friday 8:00 AM Friday 9:00 AM Friday 10:00 AM Friday 11:00 AM
1st Campus Facilities Promotion & Tenure Instructional Assessment Commencement
2nd Computing & Technology Institutional Effectiveness Curriculum Professional Development
3rd Academic Integrity Financial Aid & Scholarships And Campus Sustainability International Education Diversity & Cultural Awareness
4th Employee Relations College Steering Committee Enrollment Management Athletics

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