Click below for a graphic representation of the committee role in the shared governance process.
Shared governance requires involvement of several groups within the College which may include any or all of the following: committees, Faculty Senate, Staff Senate, the Cabinet, and the Board of Regents. The goal of the shared governance process is to assure that information and recommendations are shared campus-wide, as appropriate, prior to decisions being made and implemented.
Committees assist the College in accomplishing its mission through continuous improvement and shared governance. Committees are either standing committees, which have ongoing or repeated charges/issues, or a task force, which generally indicates belief that a resolution can be reached in a shorter term. A task force will be assembled as needed, with the same framework as that for the standing committees (i.e. cross-representation of employees, resources, etc.)
Charges for the committees are derived from the State Technical College of Missouri Plan. Standing charges are ongoing or repeated annually. Other charges may be termed “issues”; these may be concerns that have been identified by an employee or student, or are related to new situations arising. Each charge or issue must be approved by the appropriate administrator prior to being pursued by a committee.
Committee activities typically involve studying the charge/issue, developing solutions, and then documenting a recommendation with rationale. The rejection or acceptance and implementation of that recommendation is the responsibility of the appropriate administrator. The administrator is often involved in the committee process, but if not, he or she should be kept informed as the process unfolds. Likewise, the administrator should keep the committee informed about the status of the recommendation made. The administrative action for each recommendation generally will be to:
- 1. Accept the committee recommendation and establish an implementation plan. When the implementation plan requires action from the college President or Board of Regents, the administrator will take the necessary steps. Recommendations are also forwarded to the Faculty and Staff Senates and Cabinet for notification and approval. If it is believed that a proposed solution or action is not in the best interest of the college, the charge or issue may be re-circulated to the committee with written comments.
- 2. Not accept the committee recommendation, and provide the committee a rationale for that decision.
Steering Committee. The committee scope includes aiding the institution in the planning process, ensuring diverse participation in the shared governance process, and facilitating the work of all committees to achieve the strategic goals and objectives of the College. The committee monitors the assignment and the resolution of charges and issues. Each standing committee will be chaired by a Steering Committee member. The Steering Committee assigns charges to the committees with a due date for response, and reviews committee recommendations for completeness prior to submittal to the appropriate administrator for action.
Policy Committee. The committee scope includes evaluating, reviewing, revising, and recommending policies and procedures at the College.
Curriculum Committee. The committee scope includes monitoring all curriculum and academic program changes at the college to ensure integrity of student learning.
Technology Committee. The committee scope includes evaluating available technology to serve students and College employees, and recommending technology improvements to maintain the resources necessary for a campus of higher education.
Student Engagement and Community Outreach Committee. The committee scope includes developing and monitoring partnerships and agreements with external constituents in order to increase leadership, diversity, service, and other student, alumni, and community needs.
Student Learning Outcomes Committee. The committee scope includes evaluating and recommending improvements to the assessment of student learning outcomes on an institutional, program, and student level. The scope also includes assessing instructional strategies, student academic achievement, and the program review process.
Employee Committee Service
Committee service is voluntary and of critical importance to higher education institutions. Any full-time employee may seek to serve on not more than two of the College's committees. In some instances a part-time employee may be appointed for service on a committee.
The Steering Committee strives to balance each committee's membership with faculty from each of the College’s divisions, and staff with interest or expertise in the charge, however the makeup of any standing committee or task force must also be responsive to the charge/issue and the availability of members.
Terms begin September 1st of the start year and end August 30th of the third year. Committee service may be for consecutive terms renewed with the consent of the Steering committee.
Cabinet members may participate and provide information and advice, but do not have voting rights. All other committee members have voting rights.
The College reserves the right to deny committee service to any employee.
Committee members may resign their service on a committee effective 30 days after presenting written notification.
A committee member may be removed from a committee at any time due to lack of involvement on the committee.
In the event of a vacancy on a committee, the Steering Committee will take volunteers or recommendations to fill the vacancy and complete the term. At the end of that term the new member may elect to remain on the committee for one more three-year term.
Student Committee Service
Each year the Steering Committee will evaluate the need for student membership for each standing committee. No more than two full-time students, one first-year and one second-year, may serve on a committee.
The Student Government Association will be asked for recommendations of student members; the Steering committee will assign student members to selected committees. An attempt will be made to provide a diverse representation from a variety of program majors on the committees.
Terms begin September 1st and end the last day of scheduled classes. Student voting privileges are at the discretion of the committee chair.
Student members are encouraged to attend all committee meetings, but they will not be excused from class to attend committee meetings. Students unable to attend meetings due to class conflicts are encouraged to submit ideas to the committee chair in written form.
Steering Committee Membership. The outgoing president of the Steering Committee and the Dean of Academic and Student Affairs annually (on March 1st) submit to the President names of prospective members from full-time employees who possess leadership qualities and experience. Committee members are appointed by the President and serve a three-year term. Terms begin July 1st of each academic year and end June 30th of the year. Committee service may be for consecutive terms, renewed one time at the end of the first three-year term. In the event that a member spot becomes vacant, that term will be completed by a new member appointed by the President from a prospective list prepared by the Steering Committee.
Each Steering Committee member will be elected as a chair of a standing committee. The members will conduct an election during their first meeting in July to select and fill vacant offices. The term of each committee's chair is one year beginning July 1 of the current year and ending June 30 of the following year. Steering Committee members may not serve as chair for more than two standing committees.
Standing Committee Membership. The Steering Committee will notify employees of any vacant seats on standing committees during the annual Fall Workshop. Committee membership terms begin September 1st of each academic year and end August 30th of the year. Members serve a three-year term. Committee service may be for consecutive terms, renewed one time at the end of the first three-year term. In the event that a committee member spot becomes vacant, that term will be completed by a new member appointed by the Steering Committee President.
Committees are responsible for obtaining required information from appropriate constituents. Resource assistance may be requested from an employee, administrator, student, or external individual who has special information, knowledge, skill, or understanding of the charge/issue under consideration. The selection and use of resources are at the discretion of the committee membership, unless remuneration is required, which necessitates written administrative approval. Committees are asked to include the appropriate administrator early in the process for clarification of the assigned charge/issue and agreement on the direction to be taken by the committee.
Committees follow guidelines developed by the Steering Committee for conducting meetings. Forms for minutes, sample agenda, ground rules for interaction, and forms for committee membership are provided to assist committee chairs. Additional guidance may be obtained from the Academic and Student Affairs office.
Each committee chair is responsible for communicating the committee charges, setting meeting dates and times, and establishing the procedures to facilitate the employees’ and students’ participation in committee activities.
Every committee meeting needs to follow basic rules of order. A copy of all approved meeting minutes should be forwarded to Academic and Student Affairs to be placed in the tracking system and shared with the campus community.
1. Each meeting should be called to order by the chair.
2. The minutes of the prior meeting should be reviewed by all committee members. The chair should then ask for correction to the minutes. If corrections need to be made, do so now. If no corrections need to be made, the chair may ask for a motion to approve the minutes as read (or as corrected). Someone should say, "So moved." Someone else should second the motion by stating, "Second." The chair will then ask for a vote. A simple majority rules. In case of a tie, the chair casts the deciding vote.
3. When reports are made, a motion to accept the report needs to be made and seconded. A vote then needs to occur. Simple majority rules and in case of a tie, the chair casts the deciding vote.
4. Action items, such as accepting a definition, need to be clearly stated in a motion. The motion then needs to be seconded and a vote taken. Simple majority rules in case of a tie, the chair casts the deciding vote.
5. The historian needs to record all motions, who made them, who seconded the motions, and the vote outcome.
6. The chair must keep order in the meeting. The chair should put a stop to discussion not pertinent to the topic at hand.
7. Remind committee members of the meeting schedule and make every effort to adhere to beginning and ending times as set in the agenda provided by the committee chair.
8. All meetings should be announced to the college campus via e-mail, calendar meeting request, etc.
9. Above all, it is the responsibility of every member of the committee to encourage everyone present to voice his/her opinion.
Interaction ground rules for meetings may include but not be limited to the following:
- Listen actively.
- Address issues and concerns, not people.
- One speaker at a time.
- Conduct the meeting on time.
- There is no such thing as a dumb question.
- Agree to disagree.
- Everyone has something to contribute.
- When making a decision, consider the impact on all College constituencies including but not limited to employees, students, Board of Regents, alumni, advisors, employers, and other stakeholders.
- Open meetings to all STC constituencies.
A system for tracking charges/issues is kept in the Academic and Student Affairs Office. The following steps and dates will be tracked:
1. The approval of a charge/issue by the appropriate administrator.
2. The committee responsible for the charge/issue and due date for their response assigned by the Steering Committee.
3. The completion of the recommendation by the committee.
4. The approval of the recommendation as complete by the Steering Committee.
5. The decision (approval, modification, or rejection) by the appropriate administrator.
6. The completion of review by Faculty Senate, Staff Senate, Cabinet members, and Board of Regents as appropriate.
7. The implementation of the recommendation.
The following form should be submitted to the Steering Committee to initiate the process.