Shared Governance Structure

Policy 1.010 - District Board of Trustees

Policy:

1. Powers and Responsibilities
   The District Board of Trustees of the College, after considering recommendations submitted by the President, is authorized to establish rules in accordance with the Administrative Procedures Act, Chapter 120 F.S., that insure the proper operation, improvement, and management of the College according to rules adopted by the State Board of Education and the District Board of Trustees. The Board rules, hereinafter referred to as policies of the Board, may supplement the rules prescribed by the State Board of Education if they contribute to the more orderly and efficient operation of the College.
2. The Philosophy of the Board
   In exercising its responsibility as the policy making body of the College, the Board shall seek to fulfill the following philosophical goals:
   1. Foster a spirit of partnership and cooperation between the Board and officials and agencies of the State.
   2. Foster a spirit of partnership and cooperation between the Board and the Seminole County School Board, its superintendent and staff, and other county and local officials and agencies.
   3. Promote cooperation with individuals and organizations within the district.
   4. Establish effective and efficient plans for short and long-range development of the College in the areas of student needs, curriculum, faculty and staff, physical and fiscal consideration, and all supportive activities.
   5. Seek maximum use and efficiency of all resources of the College - physical, fiscal, and personnel.
   6. Provide equal opportunity for employment without regard to race, color, religion, pregnancy, national origin, ethnicity, age, sex, gender, veterans’ or military status, disability, sexual orientation, genetic information, or marital status.
   7. Provide equal opportunity for admissions to students without regard to race, color, religion, pregnancy, national origin, ethnicity, age, sex, gender, veterans’ or military status, disability, sexual orientation, genetic information, or marital status.
   8. Conform to all applicable laws and rules of the federal, state, and local governments and agencies.
3. Code of Ethics of the Board
   In carrying out their responsibilities, the members of the Board shall perform the following:
   1. Acquaint themselves with laws, rules, and policies relating to public education and to observe and enforce them.
   2. Understand that the basic function of the members of the Board is to make policy - not to administer - and to discriminate between these two functions.
   3. Represent the entire College community.
   4. Transact College business in Board meetings only. Individual members have no legal status to bind the Board outside such meetings.
   5. Give the President full administrative authority for properly discharging professional duties and hold the President responsible for acceptable results.
   6. Accept all Board decisions once they are made and assist in carrying them out effectively.
   7. Attempt to provide the best program of education possible within the means available.
   8. Attempt to procure adequate financial support for the College.
   9. Bring any possible conflict of interest to the attention of the other members of the Board and the President.
4. Membership, Practices, and Procedures of the Board
5. 
   
   1. Membership - The five members of the Board are appointed by the Governor, approved by four members of the State Board of Education, and confirmed by the Florida Senate. Regular terms are four years in length.
   2. Organizational Meeting - At the first regular meeting after July 1 of each year, the Board shall organize by electing a Chair whose duty is to preside at all meetings of the Board, and a Vice Chair whose duty is to act as Chair during the absence or disability of the Chair. The President shall act as the secretary to the Board.
   3. Meeting of the Board - Regular meetings, special meetings, and workshops of the Board shall be held at the administrative headquarters of the College unless the Board designates another location. If another location is designated, public notice shall be given at least ten days prior to the time of the meeting unless an emergency situation arises that requires immediate attention.
      1. Special meetings and workshops of the Board can also be called. The call of a special meeting shall also require that two days written notice of the time and purpose of the meeting be given to all Board members and to the President. Workshops may be held by the Board to study specific items related to the College and no actions shall be taken by the Board at a workshop. 
      2. Meetings of the Board shall comply with the relevant provisions of Chapters 120 and 286 Florida Statutes.
   4. Quorum - A majority shall constitute a quorum for any meeting of the Board. No business may be transacted at any meeting unless a quorum is present. An individual Board member's appearance via communications technology at any publicly noticed meeting shall count for purposes of quorum.
   5. Agenda - The President shall prepare an agenda for all meetings of the Board at such time as to insure that a copy of the agenda may be received at least seven days before the event by any person in the state who requests a copy.
   6. Minutes - The President, as secretary, shall keep and disseminate official copies of the minutes from each meeting and workshop.
   7. Voting - Voting shall be by voice unless a written ballot is requested by the Chair of the Board. If the Chair wishes to make a motion or wishes to participate in the discussion on a question before the Board, the Chair may relinquish the gavel to the Vice Chair or, in the Vice Chair's absence, to any other Board member to act as a temporary presiding officer.
   8. Parliamentary Authority - Robert's Rules of Order, Newly Revised, shall constitute the parliamentary authority of the Board except as it may be in conflict with College policies, Florida Statutes, or FAC rules.
   9. Attendance at Meetings - The Board encourages the attendance at Board meetings of employees, representatives of the press, and other interested citizens.
   10. Committees - At the request of the President or the majority of the Board, the Chair may appoint special committees to investigate specific College policies or procedures and to report their findings and recommendations to the Board. All committees shall serve in an advisory capacity to the Board. There shall be no standing committees of the Board.
   11. Hearings, Non-Rule Making - The following procedure shall apply to those organizations and individuals desiring a hearing before the Board.
       1. A request in writing must be submitted to the President at least seven days prior to the scheduled Board meeting and shall include the following:
          1. Name and address of individual or organization
          2. General nature of the subject to be presented
          3. Written data supporting or opposing the subject
       2. The President's, sole discretion, shall determine if the request is the proper subject matter for consideration by the Board.
       3. The President shall report all individuals and organizations whose requests were rejected.
       4. If determined to be appropriate for consideration, the matter will be placed on the agenda for the next Board meeting.
       5. The hearing shall follow immediately after the report of the President.
       6. If a committee or delegation is present, it shall be represented by one spokesman authorized to speak for five minutes for the group although other members of the delegation shall then be given an opportunity to amplify the spokesman's remarks up to two minutes each to a total of ten minutes. More time may be granted by unanimous consent of the Board.
       7. The Board shall defer action on petitions of individuals and delegations until the next regular meeting of the Board. Exceptions to this policy are made only when time is of the essence or when the issue is of small import and further consideration and deliberation is obviously unnecessary. Unanimous consent of the Board members present is required to effect the exceptions.
       8. The Board shall grant only those hearings that appear on the agenda.
       9. A Board member may present any matter to the Board without regard to the procedure to be followed by individuals and organizations.
   12. Hearings, Rule Making - Hearings held on the adoption, modification, or repeal of a rule and hearings held on an administrative determination relative to a rule shall follow procedures applicable to community colleges as set forth in the Administrative Procedures Act, Chapter 120, F.S. Materials presented at such a hearing shall be considered and shall be made a part of the record.
   13. Bonds - The Board shall provide at College expense for the bonding of its members.
   14. Reimbursement of Expenses - Board members may be reimbursed for expenses as provided in s. 112.061 F.S., including mileage to and from official Board meetings.
   15. Facsimile Signatures - The Board authorizes the Chair, the President and designees to file a notarized, manual signature with the Secretary of State, for the purpose of establishing a facsimile signature which may be used according to statute.
   16. Evaluation – On an annual basis the Board will conduct a self-evaluation and review the results in a public meeting.  The Board shall take and implement such actions as it deems reasonable and necessary to improve its performance and the betterment of the College.
6. Employment and Dismissal of the President
   The following procedures apply to the employment and dismissal of the President:
   1. In the event of a vacancy, or anticipated vacancy, in the office of the President, the Board shall appoint a search committee to seek qualified candidates for the office and to recommend to the Board those deemed most qualified. The qualifications for the President shall include an earned doctorate or training or experience which the Board considers to be equivalent. The Board shall notify the Commissioner of the specific training or experience which it considers to be equivalent to an earned doctorate in specific cases. Before making a selection, the Board shall interview those candidates having the highest qualifications.
   2. If a vacancy occurs in the Office of the President, an acting President may be appointed by the Board, following the same procedures as for the appointment of a President, except that a search committee need not be created or utilized. An acting President may be appointed for a term of six (6) months and may be reappointed for one (1) additional, but only one (1), term of six (6) months.
   3. The President may be suspended or dismissed by the Board for cause consisting of immorality, incompetence, misconduct in office, gross insubordination, willful neglect of duty, public drunkenness, or conviction of a crime involving moral turpitude. In such a case, a hearing pursuant to the provisions of Chapter 120 F.S. shall be provided if requested by the President, in writing, within fifteen (15) days of notice of the suspension or dismissal.
   4. The President shall be entitled to a written contract for a term not to exceed four (4) years.
7. Delegation to the President
   The Board delegates to an appointed President the responsibility and authority for the administration of the College in accordance with its established policies and the applicable rules and laws of the State of Florida.
8. College Catalog Approval
   The Board shall approve the College Catalog and ratify changes in curriculum, courses, programs, services, fees, and other requirements not specifically found in the College policies. Annually, the courses will be reviewed to determine those which have not been taught for five years. In compliance with state rules, such courses will be deleted unless there is sufficient reason to expect that they will be offered in the next five years.
   
   Per College Policy 1.020 Duties and Powers of the President, paragraph C, the Board authorizes the President “To make non-substantive changes to the text of Board policies, including but not limited to, the update of applicable legal authority, Board-approved personnel and organizational title changes, and the improvement of grammar and punctuation. All such changes shall be included in the consent agenda for ratification by the Board at its next regularly-scheduled meeting.”

Policy 1.040 - Organization of Seminole State College

Policy:

The major operating units of the College are as follows:

1. The Board of Trustees is responsible for College policy. Recommendations are made to the Board by the President.
2. The President is the Chief Executive Officer (CEO) of the College.
3. The President and the executive team are responsible for College management and procedures. A current list of the executive team shall be maintained on the College’s website on the Organizational Chart page.

Procedure 1.0900.1 - Shared Governance Council

Purpose

The purpose of this council is to serve as an advocate and to provide oversight for shared governance at all levels at the College.

Definition

Shared Governance is the balanced participation of administration, faculty, staff, and students in operational planning, decision-making, and implementation relative to how each group may be impacted by the decision.

Guiding Principles

• We will solicit diverse perspectives for institutional decisions and ensure the representation of all affected groups.
• We will communicate openly and with transparency by welcoming an exchange of ideas without risk of reprisal.
• We will foster a culture of collaboration, engagement, and collective investment in the mission of the College.

Procedure

1. Responsibilities:
   1. Foster and model best practices across the College that are consistent with the guiding principles of shared governance, including communication with stakeholders across the College.
   2. Work to ensure standing and non-standing committees maintain required posting of minutes, an active presence on the College website, and other communication necessary to keep faculty and staff informed.
   3. Create and maintain a directory of all committees and other outlets for shared governance on campus in the interest of transparency and to promote participation in shared governance.
   4. Provide guidance and oversight across constituencies. Coordinate with the College Advisory Council to ensure elements of shared governance are consistent and appear in college policies and procedures.
   5. Maintain the shared governance web site and a college-wide committee meeting calendar.
   6. Work with Human Resources and the Faculty Center for Teaching and Learning (FCTL) to provide training on elements of shared governance.
   7. Develop and maintain an annual self-assessment to be used by all College governing bodies to evaluate and improve upon their use of shared governance best practices.
   8. Jointly organize and conduct an annual summit with the Council to Coordinate Standing Committees for all college faculty, staff and members of standing committees to review CCSC’s “annual assessment and recommendations for improvement and change,” discuss best practices in shared governance and committee procedures, provide training and address any recommendations from Executive Team.
2. Members shall be appointed by CCSC in accordance with Procedure 1.0900.4. Membership of the council shall consist of the following:
   1. Three faculty (Instructional, Librarians, and/or Counselors)
   2. Two part-time employees (one of which must be an Adjunct Faculty)
   3. Two professional employees (includes professional staff and technical staff)
   4. Three career service employees
   5. One administrator
   6. One student
   7. General Counsel (ex-officio, non-voting)
3. The Council shall have the following offices:
   1. Chair
      1. Roles and responsibilities – The Chair shall fulfill the duties of the office as established in Procedure 1.0900.
      2. Term of Office and Election – The Chair shall serve for one year.  The office of the Chair shall be filled by the Vice Chair at the time of Council elections.  If the Vice Chair is unable or unwilling to assume the office of Chair, the Council shall elect a Chair from the membership no later than the last meeting of the Council for the Spring term.
   2. Vice Chair
      1. Roles and responsibilities – The Vice Chair shall fulfill the duties of the Chair in the Chair’s absence or specific duties as the Chair may delegate or assign to them.
      2. Term of Office and Election – The Vice Chair shall serve for one year.  At the conclusion of their service as Vice Chair, they shall assume the office of the Chair.  The election for the Vice Chair shall occur no later than the last meeting of the Council for the Spring term.  The term of office shall begin with the first meeting of the Council for the following academic year.  
   3. Secretary
      1. Roles and responsibilities – The Secretary shall take, maintain and distribute meeting minutes and fulfill other duties as may be assigned by the Chair.
      2. Term of Office and Election – The Secretary shall serve for one year. The election for the Secretary shall occur no later than the last meeting of the Council for the Spring term.  The term of office shall begin with the first meeting of the Council for the following academic year.  
4. The General Counsel and the Chair will coordinate the forwarding of council recommendations to appropriate parties within the College.
5. The Council shall meet no less than two times a year. In the absence of a serving chair, the General Counsel shall have the responsibility of convening the first meeting of the academic year.
6. A liaison shall be elected annually from the voting membership to serve on the College Advisory Council.
7. The Council and members will operate in accordance with Procedure 1.0900. 

Procedure 1.0900.2 - College Advisory Council

Purpose

The purpose of the Council is to foster collaboration across all areas of the College, promoting shared governance and joint problem solving for issues facing the College. The Council helps facilitate communication to and from all areas of the College and oversees the review and revision of College policies and procedures.

Definitions

1. Constituent groups: recognized representatives of internal stakeholders.
2. Policy or procedure sponsor: designated representative of initiating office or constituent group.

Procedure(s)

1. Responsibilities:
   1. Exchange updates from constituent groups.
   2. Review policies and procedures for possible revision before posting for public comment.
   3. Meet with policy or procedure sponsors to discuss new policies and procedures and changes to existing policies and procedures throughout the policy and procedure approval process.
2. Membership of the Council shall consist of the following:
   1. College President
   2. Members of the Executive Team
   3. A Student Government Association Officer
   4. Chair, Professional Employee Council
   5. Chair, Career Service Employee Council
   6. President, Faculty Senate
3. The College President shall chair the Council, or a designee in the President’s absence.
4. The Council normally will meet the Tuesday following each District Board of Trustees meeting.  The Council shall post agendas and meeting summaries regarding all meetings to the College website. 

Rulemaking (Procedure 1.0100)

Purpose:

To provide a process for adopting, amending, and/or repealing College rules. 

Definitions:

Rule – “Rule” means each agency statement of general applicability that implements, interprets, or prescribes law or policy or describes the procedure or practice requirements of an agency and includes any form which imposes any requirement or solicits any information not specifically required by statute or by an existing rule. The term also includes the amendment or repeal of a rule. The term does not include:

1. Internal management memoranda which do not affect either the private interests of any person or any plan or procedure important to the public and which have no application outside the agency issuing the memorandum.
2. Legal memoranda or opinions issued to an agency prior to their use in connection with an agency action.
3. The preparation or modification of:

1. College budgets.

2. Contractual provisions reached as a result of collective bargaining.

Policy – a rule issued by the Board of Trustees which insures the proper operation, improvement and management of the College in accordance with State and federal law as well as State and federal agency rules as may be applicable. 

Procedure – a rule promulgated by the President concerning processes used by administration / management to carry out their duties and responsibilities relative to the operation of the College. 

Procedures:

1. A committee or any member of the College faculty or staff (hereinafter “Sponsor”) may recommend a new policy / procedure or make recommendations to revise or repeal an existing policy / procedure. A draft of the new or revised policy / procedure or a recommendation to repeal an existing policy / procedure should be forwarded to the Sponsor’s department level supervisor. The Sponsor's supervisor should work with the Sponsor to review and refine the draft / recommendation, if necessary, and forward it to the Vice President for the area of the College to which the policy / procedure pertains.
2. Upon receiving a proposed policy / procedure or change to an existing policy / procedure, the Vice President with responsibility for that policy / procedure will review the proposal with the Executive Team.
3. If the proposal is rejected, it will be returned to the Sponsor with reasons for rejection. Suggested modification to the policy / procedure may be requested and reviewed with the Sponsor. The Sponsor, upon receipt of rejection of the proposal, may request reconsideration by the Executive Team. Such request will be made to the Office of the President along with the reason(s) for the need of reconsideration.
4. If the proposal is accepted, the following steps will be taken:
   1. The Vice President will send the proposal to the Office of Legal Affairs to be formatted and assigned a number conforming to the sequence found in the College Manual of Policies / Procedures.
   2. The Policy / Procedure will be scheduled for review by the College Advisory Council (CAC) for approval to post (and to place on a Board of Trustees (BOT) agenda if it is a policy).
      1. CAC may return the proposal to the Sponsor if it has questions about or recommendations for the draft proposal.
      2.  The Sponsor may thereafter resubmit the proposal through the Office of Legal Affairs with additional revisions and/or responses to CAC’s questions / comments.
   3. If the proposal is approved by CAC, the Office of Legal Affairs will see that the proposed policy / procedure is published on the college website for a twenty-one (21) day period.
      1. For policies, the proposal will also be scheduled on a BOT agenda for approval to advertise as required by Florida law.
   4. Any comments received during the publication and/or advertising period will be forwarded to the Sponsor.
   5. The proposal will be placed on a CAC agenda once the publication / advertising period has closed at which time the Sponsor shall respond to the comments using the following guide:
      1. If a comment recommends additional revisions or different revisions to the policy / procedure than were approved by CAC when it was published, the Sponsor should indicate if they agree or disagree (and why) with the recommendation(s).
      2. If a comment is simply a statement or a question without a recommendation, the Sponsor shall answer the question or otherwise address the statement.
   6. After review of the comments and responses from the Sponsor, CAC may:
      1. Approve the procedure for final approval by the President without any further changes (for policies, the proposal shall proceed to the BOT for final approval);
      2. Revise the procedure in response to the comments and/or the Sponsor’s responses and approve it for final approval by the President (for policies, CAC may recommend further changes by the BOT before it grants final approval); or
      3. Revise the procedure in response to the comments and/or the Sponsor’s responses and re-post the proposal (for policies, recommend further changes and re-posting to the BOT before it grants final approval).
   7. After final approval by CAC, a procedure will be sent to the President for signature. With the President's signature, the procedure will then become "approved" and shall be published on-line in the College Policy / Procedures Manual. The original copy of the signed procedure will be kept on file in the Office of Legal Affairs.
      1. After final approval of policy proposals by the BOT, policies will be published on-line in the College Policy / Procedures Manual.  The official record of the BOT action shall be maintained in the BOT minutes and records.
   8. Annually, the Office of Legal Affairs shall prepare an agenda item seeking Board approval of the procedures adopted, amended or repealed during the preceding fiscal year.