Shared Governance: Guidelines

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II. Shared Governance Guidelines


ORIGINS AND STRUCTURE OF SHARED GOVERNANCE


The shared governance policy should be one that functions within:

1. the mandates of AB 1725, the Ed. Code, and Title 5 Regulations,
2. the Collective Bargaining Agreement(s),
3. the policies of the Board of Governors and the LACCD Board of Trustees.


The shared governance process allows for recommendations to the College President on policies and regulations of the College. The College President will normally accept the recommendations of the shared governance process, and only for compelling reasons will the recommendations not be accepted. If the College President does not accept the recommendations of the shared governance process, the reasons for not accepting the recommendation(s) will be made in writing, in a timely manner, to the members of the College Council.


The College Council at Valley College was established in December of 1990, and originally consisted of the nine major constituencies on the campus: College president, of Academic Affairs, Academic Senate President, American Federation of Teachers (AFT) Guild Chapter Chair, AFT Staff Guild (including AFT Police Guild) Chapter Chair, Dean of Student Services (now V.P. of Student Services), Associated Student Union President, and an elected representative from Other Classified Staff (Local 99, Trades Council, Confidential Employees, Supervisory Unit.)


The current voting members of the College Council are:


Vice-President of Academic Affairs
LAVC Academic Senate President
Vice-President of Administrative Services
ASU President
Vice-President of Student Services
AFT Staff Guild Chapter Chair
AFT Faculty Guild Chapter President
One Rep. from Classified other than AFT (Locals 99 & 347 SEIU, Building/Trades Council, Local 911 Teamsters)


The College President is an Ex Officio, non-voting member of the College Council. The College president receives action items from the Council for approval or non-approval.
The Chair of the College Council is elected for a two-year term from -- and by -- the regular voting membership of the Council. THE PURPOSE OF SHARED GOVERNANCE
The purpose of Shared Governance is to convey to the College President the views of the campus community on matters relevant to the orderly functioning of the College.
Shared Governance at Los Angeles Valley College is embodied in the College Council; however, the College Council represents only one layer of shared governance at Los Angeles Valley College.


The Senate represents the faculty on academic and professional matters, as defined in Title 5 of the California Education Code on Strengthening Academic Senates; the various unions represent the faculty, staff and administrator units on wages, hours and working conditions, and on contractual matters; the classified staff is represented by several different unions; the students are represented by the Associated Students Union (ASU), and have rights as defined in Title 5.


The goal of the Shared Governance process at Los Angeles Valley College is to bring together all of these constituent groups in order to facilitate the development of the college-wide policy recommendations. The College Council has the responsibility to oversee the college planning process and to ensure that the College Accreditation Standards coincides with the accreditation site visit Schedule 2001-2007. The College Council will initiate and carry out a five-year cycle of Master Planning, with annual review at the College Council's annual retreat.


Each constituent member retains all rights granted to it by state law, the Education Code, and Board rules. These constituent groups cannot give away such rights to all constituencies through their respective representatives; all actions of the College Council will be communicated in the form of minutes posted on the College website and available in the President’s office.

THE PURPOSE OF SHARED GOVERNANCE


The purpose of Shared Governance is to convey to the College President the views of the campus community on matters relevant to the orderly functioning of the College.
Shared Governance at Los Angeles Valley College is embodied in the College Council; however, the College Council represents only one layer of shared governance at Los Angeles Valley College.


The Senate represents the faculty on academic and professional matters, as defined in Title 5 of the California Education Code on Strengthening Academic Senates; the various unions represent the faculty, staff and administrator units on wages, hours and working conditions, and on contractual matters; the classified staff is represented by several different unions; the students are represented by the Associated Students Union (ASU), and have rights as defined in Title 5.


The goal of the Shared Governance process at Los Angeles Valley College is to bring together all of these constituent groups in order to facilitate the development of the college-wide policy recommendations. The College Council has the responsibility to oversee the college planning process and to ensure that the College Accreditation Standards coincides with the accreditation site visit Schedule 2001-2007. The College Council will initiate and carry out a five-year cycle of Master Planning, with annual review at the College Council's annual retreat.


Each constituent member retains all rights granted to it by state law, the Education Code, and Board rules. These constituent groups cannot give away such rights to all constituencies through their respective representatives; all actions of the College Council will be communicated in the form of minutes posted on the College website and available in the President’s office.

PROCEDURES OF THE COLLEGE COUNCIL:


The function of the College Council is to serve as the primary recommending body to the College President on the establishment of policies within the scope of the Council and its Standing Committees. The College Council normally does not develop policy. Policy is recommended by the Standing Committees, Ad Hoc Committees and Task Forces.
The College Council may accept a recommendation from a Standing Committee and pass it on to the College President. It may reject a recommendation from these resources and send it back to that committee with suggestions. Or it may suggest modifications at a College Council meeting, with the approval of the Standing Committee Chair as a spokesperson for that Committee.


The College Council will use consensus as its voting method. (Lack of support by three voting members indicates a lack of consensus.)


A quorum consists of those members of the College Council who are in attendance at five minutes past the meeting's scheduled starting time. Substitutes are allowed for College Council members on a meeting-to-meeting basis.


The College Council members shall elect the Chair for the College Council from the voting members of the committee, for a two-year term. The term shall commence on July 1, and end on June 30 of the second year.


The agenda for meetings shall normally be prepared by the Chair on the Friday preceding the meeting and should be available on the Monday preceding the meeting. The Chair should be notified by the Thursday before, or if necessary at the beginning of the meeting, if something needs to be added to the agenda.


The Chair of College Council will ordinarily generate the agenda from items submitted by its members. Others who desire to have items placed on a meeting's agenda should first contact their College Council representative; or, if necessary, they can contact the Chair of the College Council. (See "How Items..." below)


Meetings normally will be held in the President's Conference Room, starting at 2:00 PM on the fourth Tuesday of the month. At its last regularly scheduled meeting of the year, the College Council will set the time and date of its meetings for the next year.

HOW ITEMS REACH THE COLLEGE COUNCIL:


Members of the LAVC community normally bring items of college wide concern to the agenda of the College Council through their constituency representative. For example,
faculty concerns may be brought through the Senate President, the AFT Faculty Guild President, or the Vice-President of Academic Affairs. Classified concerns may be brought to the College Council by the AFT Staff Guild Chapter Chair or the Vice-President of Administrative Services. Student and student services concerns may be brought to the College Council through the ASU President, the Vice-President of Student Services, or the Student Services Committee.


In addition, members of the Los Angeles Valley College community may originate a request through the appropriate Standing Committee by contacting the chair of that committee. Each committee has its own process for addressing such requests.
In accordance with the Brown Act, College Council conducts open meetings.

Members of the College Council


Voting Members
Vice President Academic Affairs
Vice President Administrative Services
Vice President Student Services
President Academic Senate
President, Associated Student Union
Chapter Chair, AFT Staff Guild
Chapter President, AFT College Guild
Classified Representative, Non AFT Staff Guild


Ex-Officio
College President


Resource
Chair, Budget Committee
Chair, Space Utilization and Work Environment
Chair, Student Services
Chair, Technology

RESPONSIBILITIES OF THE COUNCIL MEMBERSHIP
CHAIR OF THE COLLEGE COUNCIL

  • Prepare and distribute the agenda, conduct meetings of the College Council, and report on the status of action items

  • A non-voting note taker takes the Council’s minutes

  • The Chair also sets the Calendar for the year and with the previous Chair plans the College Council Retreat held at the end of each academic year


MEMBERS OF THE COLLEGE COUNCIL

  • Attend all college council meetings or send a substitute as needed.

  • Submit written reports on motions from the constituent groups

  • Be prepared to discuss concerns of the constituent group and carry information back to the constituent group after the meeting

STANDING COMMITTEE CHAIRS

  • Develop the committee agenda, ensure that any discussion is relevant to the points on a meeting’s agenda and that the meeting starts and ends on time

  • Open the meeting with a short summary of its purpose and agenda

  • Repeat motions proposed by those attending to ensure that everyone has heard and understood it

  • See to it that minutes are taken, highlighting required actions, and posted on the LAVC website after they are approved.

  • Encourage all parties to express their views on the subject(s) under discussion
    Provide a summary of the discussion at the end of a meeting repeating motions passed, action(s) tabled and assignments for committee members for the next meeting


STANDING COMMITTEE MEMBERS

  • Come to meetings prepared to participate and carry concerns from the constituent group

  • Report back to the constituent group or other college committees the information discussed and actions taken in the committee

  • Listen to all participants during committee meetings and actively contribute to the meeting