gavilan college participatory governance manual

8/4/2019 Gavilan College Participatory Governance Manual

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PARTICIPATINGIN

SHAREDGOVERNANCE

at

GAVILANCOLLEGE

AHANDBOOKFORCOLLABORATION

FALL2011


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Toallstaff,faculty,andstudentsofGavilanCollege-

WelcometoSharedGovernance!Youmayhaveheardthatcolleges

haveaformofdecision-makingunlikeanyotherinstitution.Perhaps

youhavewonderedhowitworks,orhowyoucanmakeyourvoice

heardatGavilanCollege.

Theintentofthispublicationistoclarifythedecision-makingand

planningprocessesatGavilanCollegeandtoinviteyoutobe

involved.TheGavilanCollegeSharedGovernanceManualdescribes

theprocedureswehavedevelopedtoimplementBoardPolicies

2510(ParticipatinginLocalDecision-Making)and3250(InstitutionalPlanning).

Itdescribeskeycampusbodies,theirresponsibilities,andtheirrelationshipswitheachother.

Thisguidealsodescribeshowindividualsareinvolvedinthevariousprocessesthatleadto

decisionsanddescribesthefocusofauthority,responsibility,andaccountabilityfordecisionsmade.Itincludesdefinitionsofdecision-makingterminologyasdefinedandprescribedbylaw,

regulation,agreementsandgoodpracticesthataresimplythedictatesofgoodcommonsense.

Effectivedecision-makingdependsupontheintelligentcommunicationsofneedsbyandto

thosewhoarechargedwithmakingdecisionsandthosewhoareaccountableforresults.

Broad-baseddiscussionensuresthatthosewhoareaffectedbydecisionsareabletoprovide

theiruniqueperspectiveswhichleadstobetterdecisionsandeffectiveimplementationof

thosedecisions.Dedicationandgoodfaitheffortsonthepartofdecision-makersarecriticalto

understandingtheissuesandensuringthatdecisionsmadeareinthebestinterestofthe

college,andstudentlearning.

Thismanualprovidesaroadmapofhowthecollegefunctionsfromunderstandable

organizationalchartstocleardescriptionsofgovernancerelationships.Thegoalisto

encouragemoreparticipationinourprocessessowecanmoreeffectivelysupportstudent

success.

WeinviteyoutobeapartofparticipatorygovernanceatGavilanCollege,throughcommittee

membership,grouprepresentation,orcompletionoftheannualgovernancesurvey.Your

perspectiveisuniqueandyourvoiceisimportant.Speakupthroughthegovernanceprocess!

StevenM.Kinsella

President/Superintendent


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TABLEOFCONTENTS

Section1WhatisSharedGovernance

WhyshouldIbeinvolved?

Section2DrivingPrinciples

MissionStatement,ValuesandGoals,PrinciplesofCommunity,Decision-MakingPhilosophy,

CharacteristicsofEffectiveDecision-Making,

Section3OrganizationalCharts

CollegeAdministration,InstructionalServices,StudentServices,AdministrativeServices

Section4RequirementsandKeyStakeHolders

GovernanceRelationships,TheLaw,AccreditationandSharedGovernance,TheBoardof

Trustees,TheSuperintendent/President,TheAcademicSenate,EducationalAdministrators,

Staff,AssociatedStudentBody

Section5HowtoGetInvolved

CollegeGroupsandCommittees,AcademicSenateRolesandResponsibilities,Meeting

Schedules

Section6SharedGovernanceModel

VisualModeldemonstratinghowthevariouscommittees,operationalprocesses,andongoing

planningresultindecisionmakingandpolicyfortheCollege


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WHATISSHAREDGOVERNANCEANDWHYSHOULDIBEINVOLVED?

Sharedgovernancehascometoconnotetwocomplementaryand

sometimesoverlappingconceptsgivingvariousgroupsofpeoplea

shareinkeydecision-makingprocesses,oftenthroughelected

representationandallowingcertaingroupstoexerciseprimary

responsibilityforspecificareasofdecisionmaking.

Initssimplestform,sharedgovernanceisshareddecision-makingbasedontheprinciples

ofpartnership,equity,accountability,andownershipatthepointofservice.Thismanagement

processmodelempowersallmembersofGavilanCollegetohaveavoicein

decision-making,thusencouragingdiverseandcreativeinputthatwillhelpadvanceour

educationalmission.Inessence,itmakeseveryemployeefeellikeheorshehasapersonal

stakeinthesuccessoftheorganization.Hereshowtheprinciplesaredefined:

Partnershiplinksstudents,staff,andfacultyalongallpointsinour

system;acollaborativerelationshipamongallstakeholdersrequired

forprofessionalempowerment.Partnershipisessentialtobuildingrelationships,

involvesallstaffmembersindecisionsandprocesses,impliesthateachmember

hasakeyroleinfulfillingthemissionandpurposeoftheorganization,andis

criticaltothecollegeseffectiveness.

Equitythebestmethodforintegratingstaffrolesandrelationshipsintostructures

andprocessestoachievepositivestudentoutcomes.Equitymaintainsafocus

onservices,isthefoundationandmeasureofvalue;andsays

thatnooneroleismoreimportantthananyother.Althoughequitydoesnot

equalequalityintermsofscopeofpractice,knowledge,authority,orresponsibility,

itdoesmeanthateachteammemberisessentialtoprovidingsafeandeffective

servicesforstudentsandthecommunitiesthedistrictserves.

Accountabilityawillingnesstoinvestindecision-makingandexpressownership

inthosedecisions.Accountabilityisthecoreofsharedgovernanceandisoftenused

interchangeablywithresponsibility.Itsupportspartnershipsandissecuredasallstakeholder

groupsoncampusproducepositiveoutcomes.

Ownershiprecognitionandacceptanceoftheimportanceofeveryoneswork

andofthefactthatGavilanssuccessisboundtohowwellindividualstaff

membersperformtheirjobs.Toenableallteammemberstoparticipate,ownership

designateswhereworkisdoneandbywhom.Itrequiresallstaffmemberstocommit

tocontributingsomething,toownwhattheycontribute,andtoparticipatein

devisingpurposesforthework.


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GAVILANCOLLEGE

MissionStatement

Inanenvironmentthatcultivatescreativity,stimulatescuriosityandemphasizesstudentlearning,

GavilanCollegeservesitscommunitybyprovidinghighqualityeducationalandsupportservicesthat

preparestudentsfortransfer,technicalandpublicservicecareers,life-longlearningandparticipation

inadiverseglobalsociety.

GAVILANCOLLEGEEDUCATIONALVALUESANDGOALS

Values

Animaginativeandnurturingcommunityoflearners,fosteredthroughrigorousscholarship,creativity,andpersonalandprofessionaldevelopment.

Acollegeenvironmentandsocialclimatecharacterizedbyinclusivenessandmutualrespectforallofourstudents,staffandcommunity.

Excellenceinandpromotionofcomprehensiveprograms,servicesandactivities. Partnershipsthatsupporttheeducational,economicandsocialdevelopmentofthecollegeand

thecommunitiesweserve.Goals

Tobeknownforeducationalexcellence. Todemonstrateinvolvedandresponsivecommunityleadership. Toincreaseouraccessibility. Toencourageinnovativeinstruction. Toleadintheapplicationofappropriateeducationaltechnology. Topromoteaharmoniouslearningandworkingenvironment.

PrinciplesofCommunity

AsmemberoftheGavilanCollegecommunity,wevaluetheworthanddignityofeveryperson,the

pursuitoftruth,devotiontoexcellence,acquisitionofknowledge,andthenurtureofdemocratic

citizenship.Westrivetomaintaintheseidealsinanenvironmentofinclusivenessandmutualrespect.

ThePrinciplesofCommunityprovidethefoundationwhichcreatesthisenvironment.Theexpectationis

thatwemaintainthehighestethicalstandardsinordertoestablishanatmosphereofcivility,honesty,

cooperation,professionalismandfairness.

GavilanCollegeAspirestobe

DiverseWeembraceandcelebratediversityinallitsforms(theheritage,achievements,uniqueness,andcontributionsofallourmembers)andseektoupholdaninclusive,openand

enlightenedcommunity.

PurposefulWeareacommunitythatmaintainsasharedcommitmenttoservicetosocietyandadvancementofknowledgethroughinnovativeteachingandlearning.

OpenWebelievefreeexchangeofideasrequiresmutualrespect,trustandconsiderationforourdifferences.

JustWearecommittedtorespectforindividualdignityandequitableaccesstoresources,recognitionandsecurity.(fromBoardPolicy2715)


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Decision-MakingPhilosophy

Thefocusofourmissionisstudentlearning.Asindicatedinourvalues,thecollegeneedstheactive

participationoftheentirecampuscommunitytoeffectivelyaccomplishitsmission.Ourphilosophyis

thatdiverseperspectivesmakeusstrongerandleadtobetterdecisions.Thissharedinvolvement: doesnotalwaysimplyagreement;

doesnotalwaysrequirethesamelevelofinvolvementbyallparticipantsatalltimes;and placestheultimateresponsibilityfordecisionswiththePresidentandtheBoardofTrustees.

GavilanCollegesorganizationalfunctioningisbasedonourmission,institutionalvalues,strategic

direction,andonthedevelopmentofeffectiverelationshipsandteamworkbetweenadministrators,

faculty,staff,andstudents.Thisbeliefsystemfostersaclimateinwhichparticipationandinputis

routinelyprovidedtoandacceptedbythoseresponsibleformakingdecisions.

CharacteristicsofEffectiveDecision-Making

Webelievethataneffectivedecision-makingstructureatGavilanCollegemusthavethefollowing

characteristics: Itfocusestheentirecollegeonstudentlearning; Itprovidesthemembersofallcampusconstituenciesstudents,faculty,administration,and

classifiedstafftheabilitytobeinvolved,throughtheirrepresentatives,inthegovernanceand

futuredirectionofthecollege;

Itfacilitatesthecoordinationoftheworkofthevariousgroupstoensurethatwecollectivelymakethebestdecisions;

Itisclearlyunderstoodandprovidesclearpathwaysforinvolvementfortheentirecampuscommunity;

Itensuresthateveryoneidentifieswiththemissionofthecollegeandassistsintheprofessionalgrowthofourfaculty,staff,andstudents;

Itusesinformationfromfaculty,staff,students,andthecommunitytodrivethecollegesstrategicdirection;

Itachievesanappropriatebalancebetweendecentralizedandcentralizeddecision-making; Itfosterscontinuousorganizationalimprovementbyevaluatingoutcomesandmakingchanges

toourstructuresandprocessesasneeded;

Itisflexibleandresponsive---providingthecollegewiththeabilitytodevelopandimplementcontingencyplanstoadjusttochangingenvironmentsandtotakeadvantageofunexpected

opportunities;

Itensuresthatthecollegeremainsresponsivetocommunityneedsandaccountableforitsoutcomes.

Itempowersdecision-makingatthelevelsheldaccountablefortheoutcomesofthosedecisions.


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OrganizationalStructures

Thecollegeadministrativeorganizationalstructureprovidesthevehicleforeffectivecommunicationand

collaborative,theimplementationofdecisions,andthesupportstructureforthefourareasofcampus.

ADMINISTRATIVE STRUCTURE

Dr.StevenM.Kinsella,CollegePresident/

Superintendent

Dr.KathleenRose,Execu]veVicePresidentofInstructrion

PilarConoway,Execu]ve

Administra]veAssistant

JohnPrui_,VicePresidentofStudent

Services

GraceCardinalli,Execu]ve


JoeKeeler,VicePresidentofAdministra]veServices

NancyBailey,Execu]ve


AngieOropeza,Execu]ve


Dr.RandyBrown,Directorof

Ins]tu]onalResearch

JanBernstein-Chargin,DirectorofPublicInforma]on

RonHannon,DeanofAthle]csandKinesiology


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STUDENT SERVICES DIVISION


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Administrative Services

Office of the Vice President

As of November 2010


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INSTRUCTIONAL SERVICES


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GovernanceRelationships

Thedecision-makingprocessesatGavilanCollegearedesignedinaccordancewithAB1725.Theyare

intendedtoensurethatdecisionsarewell-informed,supporttheeffectiveandefficientfunctioningof

thecollege,aremadebythosewhoareaccountablefortheresults,andwiththeparticipationofthose

whocanbestcontributetotheirimplementation.Theultimateobjectiveistosupportstudentlearning.

Therearefourcomplementaryprocesseswhichfunctionwithinthecollege: Thegeneralparticipatorygovernanceprocesswhichreviews,develops,andrecommends

policies,procedures,andprioritiesforthecollegetotheSuperintendent/Presidentandthe

BoardofTrustees.

TheacademicparticipatorygovernanceprocesswhichprovidesfacultyrecommendationstotheSuperintendent/Presidentwithrespecttoacademicandprofessionalmatters(knownasthe

10+1).

Theprogramplanning,budgeting,programreviewandassessment/evaluationprocesseswhichdefineshowthecollegegainsinputintothedevelopmentofitsstrategicdirection,continuous

improvement,andtheallocationofresources.

Theadministrative/operationalprocesseswhichdealwiththeday-to-dayfunctioningofthecollegewithinestablishedpoliciesandprocedures.

Inadditiontotheseprocessestherearealsocollectivebargainingprocesseswhichdealwithcontractual

mattersandworkingconditionsasdefinedbythecollectivebargaininglaw.Theseprocessesareoutside

ofgovernanceandarenotaddressedinthispublication.TheLaw

TheBoardofGovernorsoftheCaliforniaCommunityCollegesshallestablishminimumstandardsand

localgoverningboardsshallestablishproceduresnotinconsistentwiththoseminimumstandardsto

ensure:

Faculty,staff,andstudentstherighttoparticipateeffectivelyindistrictandcollegegovernance;and

Therightofacademicsenatestoassumeprimaryresponsibilityformakingrecommendationsintheareasofcurriculumandacademicstandards.

(EducationCodeSections70901and70902)

Intermsofinstitutionalgovernanceanddecision-making,AB1725statesinSection4paragraph(o)that

Anysetoflaws,regulations,directives,orguidelinesregardingcommunitycollegefacultyand

administratorqualifications,evaluation,hiring,orretentionshouldpromotetheeffortsoflocal

communitycollegestoensurethattheirfacultyandadministrationconsistsof:

(1)Teacherswhocanteachandwhoareexpertsinthesubjectmatteroftheircurriculum.

(2)Counselors,librarians,andotherinstructionalandstudentservicefacultywhocanfoster

collegeeffectivenessandwhoareexpertsinthesubjectmatteroftheirspecialty.

(3)Administratorswhocanlead,organize,plan,andsupervise;whounderstandtheneedsof

facultyandthelearningprocess;andwhovalueinstitutionalgovernancebaseduponagenuine

sharingofresponsibilitywithfacultycolleagues.


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AccreditationandSharedGovernance

Alongwiththelegalaspectsofthesharedgovernanceprocess,accreditationstandardsalsoprovidea

expectationsforinvolvingthebroadercampuscommunityinthedecision-makingandcontinuous

improvementprocess.ThesestandardsandexpectationsareoutlinedinStandIV:Leadershipand

GovernanceoftheWASCAccreditationStandardsasfollows:

StandardIV:LeadershipandGovernance

Theinstitutionrecognizesandutilizesthecontributionsofleadershipthroughouttheorganizationfor

continuousimprovementoftheinstitution.Governancerolesaredesignedtofacilitatedecisionsthat

supportstudentlearningprogramsandservicesandimproveinstitutionaleffectiveness,while

acknowledgingthedesignatedresponsibilitiesofthegoverningboardandthechiefadministrator.

A.Decision-MakingRolesandProcesses

Theinstitutionrecognizesthatethicalandeffectiveleadershipthroughouttheorganization

enablestheinstitutiontoidentifyinstitutionalvalues,setandachievegoals,learn,andimprove.

1. Institutionalleaderscreateanenvironmentforempowerment,innovation,andinstitutionalexcellence.Theyencouragestaff,faculty,administrators,andstudents,nomatterwhat

theirofficialtitles,totakeinitiativeinimprovingthepractices,programs,andservicesin

whichtheyareinvolved.Whenideasforimprovementhavepolicyorsignificantinstitution-

wideimplications,systematicparticipativeprocessesareusedtoassureeffectivediscussion,

planning,andimplementation.

2.Theinstitutionestablishesandimplementsawrittenpolicyprovidingforfaculty,staff,

administrator,andstudentparticipationindecision-makingprocesses.Thepolicyspecifiesthe

mannerinwhichindividualsbringforwardideasfromtheirconstituenciesandworktogetheron

appropriatepolicy,planning,andspecial-purposebodies.

a.Facultyandadministratorshaveasubstantiveandclearlydefinedroleininstitutional

governanceandexerciseasubstantialvoiceininstitutionalpolicies,planning,and

budgetthatrelatetotheirareasofresponsibilityandexpertise.Studentsandstaffalso

haveestablishedmechanismsororganizationsforprovidinginputintoinstitutional

decisions.


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b.Theinstitutionreliesonfaculty,itsacademicsenateorotherappropriatefaculty

structures,thecurriculumcommittee,andacademicadministratorsfor

recommendationsaboutstudentlearningprogramsandservices.

3.Throughestablishedgovernancestructures,processes,andpractices,thegoverningboard,

administrators,faculty,staff,andstudentsworktogetherforthegoodoftheinstitution.These

processesfacilitatediscussionofideasandeffectivecommunicationamongtheinstitutions

constituencies.

4.Theinstitutionadvocatesanddemonstrateshonestyandintegrity

initsrelationshipswithexternalagencies.ItagreestocomplywithAccreditingCommission

standards,policies,andguidelines,andCommissionrequirementsforpublicdisclosure,self

studyandotherreports,teamvisits,andpriorapprovalofsubstantivechanges.Theinstitution

movesexpeditiouslytorespondtorecommendationsmadebytheCommission.

5.Theroleofleadershipandtheinstitutionsgovernanceand

decision-makingstructuresandprocessesareregularlyevaluatedtoassuretheirintegrityand

effectiveness.Theinstitutionwidelycommunicatestheresultsoftheseevaluationsandusesthemasthebasisforimprovement

B.BoardandAdministrativeOrganization

Inadditiontotheleadershipofindividualsandconstituencies,institutionsrecognizethe

designatedresponsibilitiesofthegoverningboardforsettingpoliciesandofthechief

administratorfortheeffectiveoperationoftheinstitution.Multi-collegedistricts/systems

clearlydefinetheorganizationalrolesofthedistrict/systemandthecolleges.

1.Theinstitutionhasagoverningboardthatisresponsibleforestablishingpoliciestoassurethe

quality,integrity,andeffectivenessofthestudentlearningprogramsandservicesandthefinancialstabilityoftheinstitution.Thegoverningboardadherestoaclearlydefinedpolicyfor

selectingandevaluatingthechiefadministratorforthecollegeorthedistrict/system.

a.Thegoverningboardisanindependentpolicy-makingbodythatreflectsthepublic

interestinboardactivitiesanddecisions.Oncetheboardreachesadecision,itactsasa

whole.Itadvocatesforanddefendstheinstitutionandprotectsitfromundueinfluence

orpressure.

b.Thegoverningboardestablishespoliciesconsistentwiththemissionstatementto

ensurethequality,integrity,andimprovementofstudentlearningprogramsand

servicesandtheresourcesnecessarytosupportthem.

c.Thegoverningboardhasultimateresponsibilityforeducationalquality,legalmatters,

andfinancialintegrity.

d.Theinstitutionorthegoverningboardpublishestheboardbylawsandpolicies

specifyingtheboardssize,duties,responsibilities,structure,andoperatingprocedures.

e.Thegoverningboardactsinamannerconsistentwithitspoliciesandbylaws.The

boardregularlyevaluatesitspoliciesandpracticesandrevisesthemasnecessary.


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f.Thegoverningboardhasaprogramforboarddevelopmentandnewmember

orientation.Ithasamechanismforprovidingforcontinuityofboardmembershipand

staggeredtermsofoffice.

g.Thegoverningboardsself-evaluationprocessesforassessingboardperformanceare

clearlydefined,implemented,andpublishedinitspoliciesorbylaws.

h.Thegoverningboardhasacodeofethicsthatincludesaclearlydefinedpolicyfor

dealingwithbehaviorthatviolatesitscode.

i.Thegoverningboardisinformedaboutandinvolvedintheaccreditationprocess.

j.Thegoverningboardhastheresponsibilityforselectingandevaluatingthe

district/systemchiefadministrator(mostoftenknownasthechancellor)inamulti-

collegedistrict/systemorthecollegechiefadministrator(mostoftenknownasthe

president)inthecaseofasinglecollege.Thegoverningboarddelegatesfull

responsibilityandauthoritytohim/hertoimplementandadministerboardpolicies

withoutboardinterferenceandholdshim/heraccountablefortheoperationofthe

district/systemorcollege,respectively.

Inmulti-collegedistricts/systems,thegoverningboardestablishesaclearlydefinedpolicyfor

selectingandevaluatingthepresidentsofthecolleges.

2.Thepresidenthasprimaryresponsibilityforthequalityoftheinstitutionhe/sheleads.He/she

provideseffectiveleadershipinplanning,organizing,budgeting,selectinganddeveloping

personnel,andassessinginstitutionaleffectiveness.

a.Thepresidentplans,oversees,andevaluatesanadministrativestructureorganized

andstaffedtoreflecttheinstitution'spurposes,size,andcomplexity.He/shedelegates

authoritytoadministratorsandothersconsistentwiththeirresponsibilities,asappropriate.

b.Thepresidentguidesinstitutionalimprovementoftheteachingandlearning

environmentbythefollowing:

establishingacollegialprocessthatsetsvalues,goals,andpriorities;

ensuringthatevaluationandplanningrelyonhighqualityresearchand

analysisonexternalandinternalconditions;

ensuringthateducationalplanningisintegratedwithresourceplanningand

distributiontoachievestudentlearningoutcomes;and

establishingprocedurestoevaluateoverallinstitutionalplanningand

implementationefforts.

c.Thepresidentassurestheimplementationofstatutes,regulations,andgoverning

boardpoliciesandassuresthatinstitutionalpracticesareconsistentwithinstitutional

missionandpolicies.

d.Thepresidenteffectivelycontrolsbudgetandexpenditures.

e.Thepresidentworksandcommunicateseffectivelywiththecommunitiesservedby

theinstitution.


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TheBoardofTrustees

ItisunderstoodbyallsegmentsofthecollegecommunitythattheBoardofTrustees,aselected

representativesofthecommunity,isthefinalvoiceintheDistrict(subjecttothelawsandappropriate

regulationsoftheStateLegislatureandtheChancellorsOffice).Asamatterofprofessionalrespect,and

asoutlinedinAB1725,theBoardwill,ifitrejectsormodifiesarecommendationproposedbythe

participatorygovernanceprocedure,returntotheparticipatorygovernancecommittee(s)itsobjections

totheproposal.ItdoesthisthroughitsdesigneetheSuperintendent/President.TheSuperintendent/President

TheSuperintendent/PresidentistheofficialdesigneeoftheBoard,andisdirectlyresponsibletothe

Board.Allrecommendationsdevelopedthroughtheparticipatorygovernanceprocesseswillbesentto

theBoardthroughtheSuperintendent/President.

TheSuperintendent/Presidenthastherighttorejectormodifyanyparticipatorygovernancedecision.

However,inthespiritofprofessionalismandcollegiality,theSuperintendent/Presidentinformsthe

respectivegroup(s)/committee(s)ofhis/herobjections(ifany)totheirrecommendations.All

constituentgroups(faculty,classified,supervisors/confidentials,administrators,students)retainthe

righttopresenttheirconcernswiththeSuperintendent/PresidentsdecisiontotheBoardofTrusteesif

acommonconsensusisnotachieved.TheAcademicSenate

TheAcademicSenate,astherepresentativesofthefaculty,makesrecommendationstothe

administrationoftheCollegeandtheBoardwithrespecttothefollowingacademicandprofessional

matters:

1.Curriculum,includingestablishingprerequisitesandplacingcourseswithindisciplines;2.Degreeandcertificaterequirements;

3.Gradingpolicies;

4.Educationalprogramdevelopment;

5.Standardsofpoliciesregardingstudentpreparationandsuccess;

6.Districtandcollegegovernancestructuresasrelatedtofacultyroles;

7.Facultyrolesintheaccreditationprocess,includingself-studyandannualreports;

8.Policiesforfacultyprofessionaldevelopment;

9.Processesforprogramreview;

10.Processesforinstitutionalplansandbudgetdevelopment;

11.Otheracademicandprofessionalmattersasmutuallyagreedbetweenthegoverningboard

andAcademicSenate.

AccordingtoTitle553203thegoverningboardisrequiredtoadoptpoliciesforappropriatedelegation

ofauthorityandresponsibilitytoitsacademicsenate.Thesepoliciesmust,ataminimum,providethat

theboard,oritsdesignees,consultcollegiallywiththeacademicsenatewhenadoptingpoliciesand

proceduresonacademicandprofessionalmatters.ConsultcollegiallyisdefinedbyTitle553200to

mean:

1)Relyingprimarilyupontheadviceandjudgmentoftheacademicsenate;or

2)Reachingmutualagreementbetweenthegoverningboard/designeeandrepresentativesof

theacademicsenate.


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AccordingtoBoardPolicy2515theButte-GlennCommunityCollegeDistrictBoardsintentistoreach

mutualagreementwiththeAcademicSenateonacademicandprofessionalmattersthroughits

designee(theSuperintendent/President).However,atitssolediscretion,theBoardretainstherightto

relyprimarilyupontheadviceandjudgmentoftheAcademicSenateifitsochooses.

TheAcademicSenateisalsoresponsibleforselectingfacultyrepresentativesforcommittees.The

AcademicSenatereviewsandrespondstoproposedchangestocollegepoliciesandprocedures

recommendedbycollegegroups,committeesandtaskforcesandmakesappropriatedecisions

regardingitsinternaloperationconsistentwithitsapprovedconstitutionandbylaws.

EducationalAdministrators

WhilethePresident,astheBoardsdesignee,mustconsultcollegially,asdescribedabove,with

AcademicSenateinacademicandeducationalmatters(ten-plus-one),thisrequirementdoesnot

implyexclusivity.AsindicatedinAB1725educationaladministratorslead,plan,andsupervise

maintainandnurturesharedresponsibilityintheacademicarena.Collegialityisareciprocalobligation

thatiscentraltoGavilanCollegedecision-making.

Staff

AccordingtoTitle551023.5thegoverningboardisrequiredtoadoptpoliciesandproceduresthat

providestaffopportunitytoparticipateeffectivelyindistrictandcollegegovernance.Thisisdefinedasparticipationintheformulationanddevelopmentofpoliciesandprocedures,andprocessesforjointly

developingrecommendationsthathaveorwillhaveasignificanteffectonstaff.Additionally,theBoard

shallnottakeactiononmatterssignificantlyaffectingstaffuntiltherecommendationsandopinionsof

staffaregiveneveryreasonableconsideration.


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GavilanCollegeAssociatedStudentBody(ASB)

ThepurposeoftheGavilanCollegeAssociatedStudentsistoeffectivelyrepresentstudentneeds,keep

studentsinformedofstudentrelatedissues,andpromotecultural,social,andleadershipopportunities

forallstudents.

AccordingtoTitle551023.7thegoverningboardisrequiredtoadoptpoliciesandproceduresthat

providestudentsopportunitytoparticipateeffectivelyindistrictandcollegegovernance.This

participationisdefinedastheformulationanddevelopmentpoliciesandproceduresandprocessesfor

jointlydevelopingrecommendationsthathaveorwillhaveasignificanteffectonstudents.

Additionally,theBoardshallnottakeactiononamatterhavingasignificanteffectonstudentsuntilthe

recommendationsandpositionsbystudentsaregiveneveryreasonableconsideration.

Theselectionofstudentstoserveondistrictcommitteesortaskforcesshallbemadeafterconsultation

withtheAssociatedStudents.

Thepoliciesandproceduresthathaveasignificanteffectonstudentsinclude:

(1)gradingpolices;

(2)codesofstudentconduct;

(3)academicdisciplinarypolicies;

(4)curriculumdevelopment;(5)coursesorprogramswhichshouldbeinitiatedordiscontinued;

(6)processesforinstitutionalplanningandbudgetdevelopment;

(7)standardsandpolicesregardingstudentpreparationandsuccess;

(8)studentservicesplanninganddevelopment;

(9)studentfeeswithintheauthorityofthedistricttoadopt;

(10)anyotherdistrictandcollegepolicy,procedureorrelatedmatterthatthedistrictgoverningboard

determineswillhaveasignificanteffectonstudents.


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HowtoGetInvolvedGroupsandCommittees

Thereareavarietyofgroupsandcommitteesthatprovidepathwaysforparticipationincollege

governanceandprocesses.Theseincludetheongoinggroupsandcommitteeslistedbelowandadhoc

groupsthatareformedtoaddressspecificissuesandthendissolved.

TypesofGroups

Manytermsareusedtodefineagrouporcommittee.Oftenthesetermsdelineatethetypeofworka

groupisaskedtoaccomplish.

Group.Thisisdefinedasanumberofpersonsgatheredtogethertoformarecognizableunit,

aggregation,orband.Atthecollegethistermisgenerallyusedtodescribeanumberofpersonswhoare

partofanorganizationbasedonaffiliationortheselectionofothersofasimilaraffiliation(e.g.

ConstituencyGroup).

Committee.Thisisdefinedasagroupofpeoplechosentoconsidersomematterorfunctioninacertain

capacity.Atthecollegecommitteesnormallyhaveanongoingpurposeandaformalstructure.

Sometimesthispurposeistocoordinatetheactionsofanumberofothercommittees.

Council.Thisisdefinedas1)agroupthatiscalledtogetherforconsultation,discussion,adviceetc.or2)

agroupofpeoplechosenasanadministrative,advisory,orlegislativeassembly.Atthecollegecouncils

normallyhaveanongoingpurpose,aformalstructure,andanareaorcollege-widecoordinating

function(e.g.TechnologyCouncil).

Division.Thisisdefinedasthegroupofpeoplewhoreporttoaparticularreportingchiefadministrator.

ForexamplethepeoplereportingtotheVicePresidentforStudentServicesworkintheStudentServices

Division.

Team.Thisisdefinedasagroupofpeopleworkingorplayingtogetherespeciallyasonesideina

contest.Teamsarebasedonteamworkwhichisthesubordinationofindividualintereststotheunity

andefficiencyofthegroup.Atthecollegeteamscanformedforanongoingortemporarypurposeand

tendtobeflexible,orientedonthetasktobeachievedandlessformalthanacommittee.


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TaskForce.Thisisanumberofpeoplecalledtogethertocompleteatemporarytaskthatinvolvesarea

orcollege-widecoordination.

Groupsmayalsobeassignedaparticularroleinthesharedgovernanceprocessoroperationsofthe

college.Someareformalandsomearelessformal.

ConstituencyGroups

Thesegroupsindentifyemployeeswhoparticipatebecauseofcommonjobassignmentsorprofessional

orientations-AcademicSenate,Administrators,AssociatedStudents,ClassifiedEmployees,

Supervisors/Confidentials/Managers

ACADEMICSENATE--ROLEANDRESPONSIBILITYSTATEMENT

The powers, rights and responsibilities of Faculty Senates in California Community Colleges derive from

the California Administrative Code (Title V, Sections 53200-53205). The purpose of the Faculty Senate,

according to that document, is to provide the faculty with a formal and effective procedure for participating

in the formation of district policies on academic and professional matters. (The Senate is charged with

viewing professional matters from the perspective of "educator" rather than "employee.")

The primary function of the Academic Senate is to serve as the elected representative of the faculty in

making recommendations to the administration and the Board of Trustees with respect to academic and

professional matters. (The Board establishes policy; the administration executes existing Board policy,

the Senate makes recommendations on changing or establishing new policy.)


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Thus the role of the Gavilan Academic Senate is to participate effectively in the formation of college policy

with respect to academic and professional matters. The Academic Senate has the following primary

responsibilities.

1. To provide the faculty with a formal voice in the initiation, development and evaluation of District

Educational Policy.

2. To present to the administration and Board of Trustees the written view and recommendations ofthe Senate and its committees regarding all academic and professional matters as curriculum,

faculty development and program review not covered in the Faculty Association contract.

3. To provide the full faculty with an open forum in which to express their views and

recommendations on academic and professional matters.

4. To appoint all faculty to college-wide standing and ad hoc committees (except committees of the

Faculty Association.)

5. ToappointadelegatetotheStateAcademicSenatewhowillforwardtothatbodylocal

facultyopiniononissuesofstate-wideconcern.

6. AcademicSenateStandingCommitteesinclude:

FacultyoftheYear

LearningCouncil(SharedwithInstructionandStudentServices)

Part-TimeCollegeofChoice(PTCOC)

VisionCommittee

RepresentativesfromtheAcademicSenateserveonthesecollegegroupsand

committees:

BudgetCommittee(providerepresentativestocollege-widecommittee) CurriculumCommittee(sub-committeeoftheSenate)

Faculty/StaffDevelopmentCommittee(sub-committeeoftheSenate)

Health,Safety,FacilitiesandGroundsCommittee(providerepresentativestocollege-

widecommittee)

InstitutionalEffectivenessCommittee(IEC)(providerepresentativestocollege-wide

committee)

LearningCouncil(sub-committeeoftheSenate)

PresidentsCouncil(providerepresentativestocollege-widecommittee)


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GENERALPARTICIPATORYGOVERNANCE Groupsidentifiedtoprovidedirectinput,

generaladvice,andrecommendationstotheCollege

COMMITTEEOR

GROUP

RESPONSIBILITY/MEMBERSHIIP STUDENT

PARTICIPATION

ENCOURAGED

VP

AREA

BudgetCommittee Representsfaculty,staffandadministrationatlargeby

providingforaforumandprocesstoinsurebroadbaseddiscussionofinstitutionalbudgetandfiscalmattersaffecting

thecollegeasawhole.Providesrecommendationstothe

Superintendent/President.

HowMembershipisDetermined:Faculty(2)representationis

providedbytheAcademicSenate;classifiedrepresentation

(2)isdeterminedbytheclassifiedexecutivecommittee

members,theManager/Supervisors/Confidentialsappoints

tworepresentatives;theAssociatedStudentsappointstwo

representatives;theVicePresidentofAdministrativeServices

servesatthecommitteechairperson.TheVicePresidentof

InstructionandVicePresidentofStudentServicesmayattendthemeetingsasresources.

Yes VPAA

Presidents

Council

Providesacentralizedmechanismforensuringthatdecision

makingstructuresarecharacterizedbyintegrity,

effectiveness,andcompliancewithappropriateregulatory

guidelines.AdvisesthePresident/Superintendentinmatters

thatmaybepresentedtotheBoardofTrustees.Evaluates

thegovernancestructureannuallyandmakes

recommendationstoadministratorsandconstituentgroups.

Howmembershipisdetermined:ThePresidentappointstwo

administratorstoserveonthiscommittee.OthermembersincludethePresidentandVicePresidentoftheAcademic

Senate,thePresidentandoneothermemberfromtheCSEA,

twopersonsfromtheManagers/supervisors/Confidentials

employeegroup,andtworepresentativesfromthe

AssociatedStudentBody(ASB).

Yes Pres.

Health,Safety,

Facilitiesand

Grounds

Committee

Thepurposeofthisstandingadvisorycommitteeistoadvise

theVicePresidentofAdministrativeServiceswhois

responsiblefortakingactiontoocomplywiththesafetyand

healthcommitteerequirementsoutlinedinCalOSHAs

regulationTitle8Section3203,CaliforniaCodeof

Regulations,toreviewandmakerecommendationsregarding

health/safety,facility,andgroundsissues,topromote

educationalprogramsrelatingtohealthandsafetyissuesfor

staffandstudents,andtoserveastheinitialscreeninglevel

forfacilityandgroundsimprovements,additions,and/or

changes.ThiscommitteeischairedbytheVicePresidentfor

AdministrativeServices.ThePresident/Superintendent

servesasanex-officiomember.

HowMembershipisDetermined:Thecommitteeiscomprise

oftwoclassifiedmembers,twofacultymembers,one

administratorappointee,oneAssociatedStudentappointee,

Yes VPAA


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theFacilitiesServicesManager,theCampusSecurity

Supervisor,theCoordinatorofStudentHealthServices,the

VicePresidentofAdministrativeServicesandtheJPA/NCCCP

CoordinatorofSafetyPrograms(non-voting).

District

TechnologyCommittee

RecommendsprioritiesforinitiativesintheTechnologyPlan

consistentwiththeobjectivesestablishedintheStrategicPlanandEducationalMasterPlanalongwiththeprojected

infrastructureneedsofthecampus,andtheinfrastructure

requirementsforexistingprograms.Recommendspolicyand

changestopolicyinvolvingtheuseoftheDistricts

informationtechnologyresources.Thisgroupischairedby

theV.P.ofAdministrativeServices.

HowMembershipisDetermined:Faculty,classifiedstaff,

managementrepresentatives,andstudentsareappointedby

theirconstituencygroups..Additionalmanagement

representativesfromtheareasareappointedbytheirVice

Presidents.

Yes VPAA

FacilitiesMaster

Planning

Committee

Yes VPAA

StrategicPlanning

Committee

Yes Pres.

ACADEMICMATTERS Thesegroupsorcommitteearesonotedbecausetheyparticipateinthe

10+1categoriesundertheAcademicSenate

COMMITTEE

ORGROUP


PARTICIPATION

ENCOURAGED

VP

AREA

Academic

Senate

Representstheacademicstaffinmattersofanacademicand/or

professionalnature(10+1)andinthegeneralparticipatory

governanceprocess.TheAcademicSenatePresidentinteracts

regularlywiththeSuperintendent/President.ThePresidentand

VicePresidentserveonthePresidentsCouncil.Membersofthe

AcademicSenateareappointedtoothercommitteesintheshared

governanceprocess.

HowMembershipisDetermined:Elected/appointedbythefaculty.

Reportsare

encouraged

Pres.

Curriculum

Committee

UndertheauspicesoftheAcademicSenaterepresentsthefaculty

onmattersrelatedtoeducationalprogramsandcurriculum.The

committeeischairedbyamemberofthefacultyandinterfaces

withtheV.P.forInstructionwhoservesinanex-officiocapacity.

Theinstructionaldeansalsoserveonthiscommittee.

HowMembershipisDetermined:Academicmembersareelected

bythefaculty.ManagementmembersareappointedbytheV.P.

forInstruction.

Yes VPI


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Learning

Council

Studies,plans,coordinates,andsuggestsoperationalstrategiesto

improveStudentLearning.Thisgroupisasub-committeeofthe

AcademicSenatewithdualReportingrelationshipstotheVice

PresidentforInstructionandtheVicePresidentforStudent

Services.ThisgroupsalsoservesastheAdvisoryCommitteefor

ourcurrentTitleVgrant.

HowMembershipisDetermined:Membershipisopentoanyand

allemployeesatthecollegewhohaveaninterestinstudentlearningandstudentsuccess.

Yes VPI

FacultyStaff

Development

Committee

Reviewsapplicationssubmittedforprofessionaldevelopment

travelandconferencefundingforallemployees.Decideswhich

applicationswillbefunded.Reportstotheappropriate

ProfessionalDevelopmenHowMembershipisDetermined:Faculty

appointedbytheAcademicSenate,Classifiedstaffappointedby

theClassifiedSenate,ManagersappointedbytheManagement

Association,andoneVicePresidentappointedbythe

Superintendent/President.

No VPI

Institutional

Effectiveness

Committee

TheroleoftheIECcommitteeistofacilitateandstandardizethe

programreviewprocessrequiredbyAccreditationStandards,the

EducationCodeofCalifornia,Title5regulations,andBoardpolicy.

TheIECisadvisorytothePresident'sCouncilandBoardof

Trustees.Thecommitteeischairedbyamemberofthefaculty.

TheIECusesaself-studyreportprovidedbyeachprogramor

servicefollowedbyavalidationprocesstoaccomplishitspurpose.

Thefinalgoalofthisprocessistheimprovementofallprograms

andservicesatGavilanCollege.Theprimaryobjectiveofthe

processistoassurethequalityoftheeducationalprogramsat

GavilanCollegesothattheyreflectstudentneedsandencourage

studentsuccess.

HowMembershipisDetermined:Twomanagers(onewhoisthe

institutionalresearchersareappointedbytheV.P.forInstruction.

TwoCSEAemployeesareappointedbytheCSEAexecutiveboard.

TwoAdministratorsareappointedbythe

Superintendent/President(typicallythisincludestheV.P.for

instructionandaninstructionaldeanorassistantdean).Four

facultyareappointedbytheAcademicSenate.

Yes VPI


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OPERATIONALagroupthatmonitorsand/ormakesrecommendationsontheprocessesand

activitiesinvolvedintheday-to-dayoperationofthecollege

COMMITTEEOR

GROUP


PARTICIPATION

ENCOURAGED

VP

AREA

Catalog

Committee

Responsibleforthedesign,layout,compositionandcontents

ofthecollegecatalog.ReportstoV.P.ofStudentServices.

HowMembershipisDetermined:AppointedbytheV.P.for

StudentServicestoincludetheinstructionaldivision

personnelandkeypersonnelinstudentserviceswho

implement,designandevaluatethecatalog.

Yes VPSS

Graduation

Committee

Providesplanningfortheannualcommencement

ceremonies.ThecommitteeischairedbytheV.P.of

StudentServices.

HowMembershipisDetermined:Membershipis

recommendedbytheVicePresidentofStudentServicesto

includekeystakeholdersfromthefollowinggroups:

associatedstudents,admissionsandrecords,thecollegebookstore,securityandfacilitiespersonnel,faculty(in

consultationwiththeacademicsenate),publicinformation,

mediaservices,andtheexecutiveassistanttotheV.P.S.S.

Yes VPSS

Professional

DevelopmentDay

Committee

ProvidesoversightfortheProfessionalDevelopment

programsofferedjustpriortothebeginningofeachlong

semester.Thisgroupidentifiestrainingneedsandassistsin

thedevelopmentandevaluationofin-servicetraining

strategiestomeetthoseneeds.Thiscommitteeischairedby

theVicePresidentforStudentServices.

.HowMembershipisDetermined:Facultyappointedbythe

AcademicSenate(4),ClassifiedstaffappointedbytheCESA

(4),Managers/Administators(4).

No VPSS

Schedule

Committee

Responsibleforthedesign,layout,compositionandcontents

ofthecollegescheduleofclasses.ReportstoV.P.ofStudent

Services.

HowMembershipisDetermined:AppointedbytheV.P.for

StudentServicestoincludetheinstructionaldivision

personnelandkeypersonnelinstudentserviceswhoare

implementandevaluatethescheduleofclasses.

Yes VPSS

WebHeads

Committee

Plans,coordinates,andoverseesimplementationof

technologyprojectsstartingwiththewebsite,theMyGav

portal,andBanner-relatedconsumerproject.Reportstothe

TechnologyCouncil.

HowMembershipisDetermined:Faculty,classifiedstaff,

managementrepresentatives,andstudentsareappointedby

theirconstituencygroups.Additionalmanagement

representativesfromtheareasareappointedbytheirVice

Presidents.

Yes VPAA


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Accreditation

Steering

Committee

Plans,implementsandmanagesthecollege-wide

accreditationself-study.Thiscommitteeisalsoresponsible

forfollow-upandtheformulationofthemid-termand

progressreports.ThiscommitteereportstotheExecutive

VicePresidentofInstruction.

HowMembershipisDetermined:Leadership-The

Superintendent/PresidentappointsanAccreditationSelf-

studyAdministrationCo-chair/AccreditationLiaison,theAcademicSenateappointstheFacultySelf-studyCo-chair.

CommitteeMembership.Othercommitteemembersare

appointedbythePresident/Superintendantinconsultation

withtheco-chairs.

Yes VPI

DepartmentChairs Thisgroupconsidersmattersrelatedtocourseofferingsand

student-centeredscheduling,sharesinformationfromthe

variousdepartmentmeetings,andrecommendsbudgets.

Thisgroupisalsoresponsibleforensuringthecompletion

andevaluationofprogramandstudentlevellearning

outcomes.ThisgroupsischairedbytheV.P.ofInstruction.

HowMembershipisDetermined:FacultyDepartmentChairs

arefull-timefacultymembersandarerecommendedtothe

appropriateDeanuponselectionbythefacultyinagiven

department.Theadministrativemembersofthisgroup

includeallinstructionaldeans.

No VPI

Presidents

Cabinet

Thisgroupmeetstodiscussadministrativedirectionformany

aspectsofthecollege.

Howmembershipisdetermined:Thisgroupincludesthe

President/Superintendent,andthethreeareavice

presidents.

No Pres.

Career&Technical

AdvisoryCommittees

Providecommunityinputforacademicprogramstoensure

thattheseprogramsaremeetinglocallabormarketneeds.Thecompletelistofthesecommitteesfollowsthistable.

HowMembershipisDetermined.Communitymembersare

solicitedandselectedbythecareertechprograms.

Yes VPI


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Career&TechnicalProgramAdvisoryCommittees

PROGRAMAREA COLLEGERESOURCEPERSONS

AdministrationofJustice DeanofCareerandTechnicalEducation

LeadAdministrationofJusticeInstructor

AlliedHealth DeanofCareerandTechnicalEducation

DirectorofAlliedHealth

Aviation DeanofCareerandTechnicalEducation

LeadAviationInstructor

Business,ComputerScience,DigitalMedia&

ComputerGraphics

DeanofCareerandTechnicalEducation

DepartmentChair

ChildDevelopmentandEducationalStudies DeanofCareerandTechnicalEducation

LeadChildDevelopmentInstructor

Director,ChildDevelopmentCenter

Cosmetology DeanofCareerandTechnicalEducation

LeadCosmetologyInstructor


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Regularly Scheduled Meetings

Meeting WeeklyBi-

MonthlyMonthly Day Time

Location(please verify with

meeting chair)

ACADEMIC SENATE 1st & 3rd Tuesday3:00 -4:30p.m.

MAYOCK HOUSE

ADMINISTRATIVECOUNCIL

2nd &4th

Tuesday9:00 -10:30a.m.

HRC 101

ASSOCIATEDSTUDENT BODY

(ASB)X Tuesday

9:45 -11:05a.m.

NORTH LOUNGE

BUDGET COMMITTEE MEETS EVERY OTHER MONTH - CHECK WITH COMMITTEE CHAIR

CABINET X Monday9:30 -11:30a.m.

PRESIDENT'SOFFICE

COUNSELORMEETINGS

2nd &4th

Thursday2:10 -4:00p.m.

VARIES


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Regularly Scheduled Meetings continued

CURRICULUMCOMMITTEE

2nd &4th

Monday2:15 -4:15p.m.

LS 104

DEAN'S COUNCIL 1st & 3rd Thursday 9:00 -10:30a.m.

VARIES

DEPARTMENTCHAIRS

1st & 3rd Monday2:30 -4:00p.m.

NORTH LOUNGE

DISTANCEEDUCATIONCOMMITTEE

2nd &4th

Monday2:00 -3:00p.m.

PB 11N

EQUAL

OPPORTUNITYADVISORY

MEETS BIANNUALLY - CHECK WITH COMMITTEE CHAIR

HEALTH &SAFETY/FAC. &

GROUNDS 3rd Wednesday

2:00 -3:15p.m.

HRC 101

INSTITUTIONALEFFECTIVENESS

1st & 3rd Friday2:15 -4:00p.m.

VARIES

MANAGERS 2nd Wednesday1:00 -2:30

p.m.

L 100

STAFF

DEVELOPMENTCOMMITTEE

(Faculty)

3rd Wednesday3:30 -5:00p.m.

HRC 101

STUDENT SERVICESCOUNCIL

1st & 3rd Monday1:00 -2:00p.m.

NORTH LOUNGE

TECHNOLOGYCOMMITTEE 2nd Thursday

1:15 -

2:30p.m.

HRC 101


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Shared Governance

gavilan college participatory governance manual

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