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.
- Faculty and staff may volunteer or be appointed to serve on committees.
- Full-time faculty and staff are eligible to serve on committees after their 1st year of employment at VSCC.
- Students may volunteer or be recommended by college faculty or staff to serve on committees which require student representation.
- Due to specified guidelines for federally funded grant programs, employees who are funded 100% by a grant may only serve on standing committees or councils that are related to the grant’s objectives.
- The College Steering Committee will make recommendations to the President’s Cabinet for membership on committees.
- Faculty members in the promotion and tenure process will receive priority in committee appointments and should, therefore, self-identify in their second year of eligibility for promotion and/or tenure.
- After review and approval by the President’s Cabinet, the College Steering Committee chair will notify faculty, staff and students 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 unless they are voted as Chair during their 2nd or 3rd year on the committee, at which time their maximum service would be four (4) or five (5) years respectively. Maximum years of service does not apply to membership service by title or Ex. Officio.
- 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. 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
- Membership list and guidelines will be sent to faculty and staff.
- Chair and Recorder Training will be conducted by the end of the first week of classes.
- January Meeting
- College Steering Committee identifies committee vacancies.
- February 1
- Submit request for Survey for committee vacancies to Office of Institutional Effectiveness, Research, Planning and Assessment (IERPA.)
- February 15
- Surveys emailed to faculty and staff by IERPA.
- March 1
- Responses due from faculty and staff.
- Promotion and Tenure List from faculty’s responses.
- March Meeting
- Committee List completed by Steering Committee.
- Committees submit Chairs and Recorders for next year of service.
- April 1
- Submit Committee List and Guidelines for Approval to President’s Cabinet.
- April 15
- After approval, faculty/staff notified of assignments for the coming academic year.
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:
- Solicit agenda items.
- Conduct all meetings.
- Act as liaison with Vice President to whom the committee reports.
- Approve and ensure accurate reporting and posting of committee minutes.
- Be a nonvoting member but serve as a tie breaker in the event of tie.
- Identify and invite persons with expertise as the need arises.
- Submit recommendations to the Vice-President to whom the committee reports and maintain communication until feedback is received. If there is no communication from Vice-President, then the recommendations should be submitted to the College Steering Committee for feedback.
- Follow Robert’s Rules of Order as appropriate.
- Advise the College Steering Committee of members who are no longer in service (resignation, retirement, change in position, etc.).
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:
- Record attendance and advise the chair of any variance (substitute, alternate, proxy).
- Report the proceedings of each meeting accurately.
- Post public minutes of meetings in the official repository (V Drive). Confidential details and records will be housed in the Office of the Vice President to whom the committee reports or area designated by that Vice President.
Follow Robert’s Rules of Order as appropriate.
Ex-Officio members will:
- Serve as non-voting members.
- Be selected due to their expertise.
- Serve as liaison between the committee and the departments they represent.
- Not be included in the total membership ranges nor be counted for quorum.
- Attend meetings at their discretion.
- Not be eligible to serve as Chair.
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 are described in the guidelines for each committee.
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.
Suggested Committee Calendar
|Week||Friday 9:00 AM||Friday 10:00 AM||Friday 11:00 AM|
|1st||Promotion & Tenure AND Institutional Effectiveness||Instructional Assessment AND Campus Facilities||Curriculum|
|2nd||No Committee Meetings||No Committee Meetings||No Committee Meetings|
|3rd||Financial Aid & Scholarships AND Campus Sustainability||Academic Integrity AND International Education||Diversity & Cultural Awareness AND General Education|
|4th||Employee Relations AND College Steering Committee||Enrollment Management AND Computing & Technology||Athletics AND Professional Development|
The following Standing Committees do not have a regularly scheduled time since meetings are set as needed.
- Financial Disclosure Review
- Food Service
- Intellectual Property
Note: This grid reflects mid-year updates which took effect January 2019.