Policy 1-1-1: College Council & Policy and Procedure Development
|Policy:||Policy 1-1-1: College Council & Policy and Procedure Development||Date Adopted:||Oct 09, 2001|
|Department:||President's Office||Contact:||Assistant to the President|
|Statement:||WNC shall operate under policies and procedures recommended by the College Council and approved by the College president. These policies and procedures shall conform to NSHE Code, Nevada Revised Statutes, and other regulatory directives.|
Section 1: Composition and Purpose of College Council
- College Council members shall be:
- Non-voting Members:
- President (Gives final approval or veto of recommendation from voting members; serves as tie breaker if ever necessary)
- Assistant to the President, Records
- Voting Members:
- Provost and Senior Vice President
- Chief Financial Officer
- Academic Faculty Senate Chairperson
- Adjunct Faculty Member
- Administrative Faculty Senate Chairperson
- Classified Council Chairperson
- ASWN President
- WNC Foundation Director
- Academic Directors Representative
- Non-voting Members:
- College Councils purpose is to:
- Review and recommend approval of new policies and procedures for WNCs policy manual;
- Consider and vote on proposed modifications to or deletions of existing policies and procedures;
- Oversee standing committees, subcommittees, and ad hoc committees, as well as create and approve new standing committees, subcommittees, ad hoc committees, and workgroups as needed;
- Serve as a vehicle for sharing information and discussing issues as well as disseminating information from College Council meetings to the college community at large.
- College Council shall meet once a month throughout the academic calendar year (September
- Non-voting members of the WNC community, including faculty, staff, and students, may attend regularly scheduled College Council meetings to receive updates, information, or ask questions and present comments during Public Comment.
Section 2: Definitions
- Ad Hoc Committee: temporary committee created to complete a specific task or tasks.
- Approval Authority: The College Council is the recommending authority for all additions, revisions, or deletions of policies/procedures, as authorized by the College President and subject to the Nevada System of Higher Education (NSHE) Board of Regents approval.
- College-Wide: includes information of interest to the entire College community. It is recommended that departmental procedures/policies be placed on departmental web pages.
- Originating Department: is the responsible division/department authorized to implement and/or modify the usage of the policy/procedures.
- Contact: is the position responsible for maintaining, reviewing, revising, modifying, and answering any inquiries regarding the policy/procedure.
- Policies: are broad guidelines that chart a course of action. They tell what is wanted and
may include why and how much. A policy has the following characteristics:
- States goals, purposes, and aspirations.
- States how the Board of Regents and the College operate.
- Assigns responsibility or authority to the President.
- Establishes the position of the Board of Regents or the College on a topic of concern.
- Only the Board of Regents and administration have the authority to set policy.
- Answers the questions what and why, rather than how.
- Policy Number: is the assigned administrative chapter and sequential number of the Policy/Procedure. The official policy number is assigned by the Presidents office.
- Procedures: provide detailed directions developed by a responsible party/review authority to
put policy into practice. They tell how, by whom, where, and when things are done.
A procedure has the following characteristics:
- Sets forth mechanics for implementing policies
- Lists specific dos and donts
- Lists required step-by-step instructions
- Answers the question how, rather than what and why
- The Nevada Revised Statutes: The Nevada Revised Statutes (NRS) are the actual Laws.
- The Nevada Administrative Code: The Nevada Administrative Code (NAC) are Rules and Regulations.
- Subcommittee: subdivision of a committee organized for a specific purpose.
- Standing Committee: permanent committee created to oversee a specific area or specific areas of institutional mission fulfillment, strategic planning, or performance.
- Workgroup: any group created to complete a specific task or tasks, with fewer structural formalities than an ad hoc committee.
- NSHE Code: The Code shall establish the primary organizational structure of the System and the basic personnel policies for its faculty. In institutional bylaws, procedures, and regulations the Code shall prevail.
Section 3: Requirements for All Policies and Procedures
- All policies or procedures must include:
- Policy/Procedure Name
- Policy/Procedure Number
- The official number will be assigned by the Presidents Office.
- Originating Department
- Contact Position
- References contained within the policy or procedure, e.g., NSHE Board of Regents Code, Board of Regents Meeting Minutes date, NAC/NRS, and other, etc.
- Copies of any referenced forms or documents.
- The format of the policy or procedure must be consistent with the general Policies and Procedures format. (See the Policy Manual on the WNC website.)
- For policies or procedures with modifications, an electronic document with changes marked in red should be submitted to the Assistant to the President in order to ensure all changes are easily identifiable within the document.
- Policies and procedures shall be reviewed at minimum every five years by the contact
from the originating department to ensure:
- A policy or procedure is consistent with current practice and that current practice and aligned with current NSHE Board policy;
- Any references contained in the policy or procedure are correct and current (e.g., NSHE Board of Regents Handbook or Procedures and Guidelines Manual, NRS);
- The contact and originating department listed for the policy or procedure are still accurate;
- Spelling and grammar are correct.
Section 4: Adding, Modifying or Deleting a Policy or Procedure
- A proposal to add, modify or delete a policy or procedure must be submitted by the
contact from the originating department to the Assistant to the President in order
to be included on the agenda for the next College Council meeting for which an agenda
has not already been released.
- Any proposal to delete an existing policy or procedure must be accompanied by a brief statement regarding the justification for its deletion.
- Any proposal to add, modify or delete a policy or procedure must have been done in consultation with all individuals who share responsibility for this policy or procedure, including the head of the originating department.
- Proposals will be distributed via email by the Assistant to the President to the college community within 7 calendar days of the College Council meeting wherein it will be presented.
- All proposed policies, new, modified or for deletion, must be reviewed by the bodies represented in College Council and action must be taken within 60 calendar days.
Section 5: Approval of Policies and Procedures
- New and modified policies and procedures or proposals to delete a policy or procedure shall be recommended by a majority vote of the College Council and approved by the College President.
Section 6: Distribution of College Policies and Procedures
- Approved policies and procedures shall be available in the Colleges libraries.
- Approved policies and procedures shall be available on the Colleges web site.
- Approved policies and procedures shall be distributed by the Presidents Office via e-mail attachment to the college community within 7 calendar days of approval by the College Council.
Section 7: Current College Council Subcommittees
- College-Sponsored Research Subcommittee: Primary duties are to review all survey instruments in accordance with College Policy 2-1-1.
Section 8: Current Standing Committees
- Accreditation Committee
- Budget Committee
- Curriculum Committee
- Distance Education Committee
- Enrollment Committee
- Equity, Diversity, and Inclusion (DEI) Committee
- Healthy Campus and Environment Committee
- Jump Start Dual Enrollment Oversight Committee (JSDEOC)
- The Information and Communication Accessibility Committee (TICTAC)
Section 9: Current Ad Hoc Committees
- No current Ad Hoc Committees
Section 10: Oversight of Standing Committees, Subcommittees, Ad Hoc Committees, and Workgroups
- Oversight of Standing Committees, Subcommittees, and Ad Hoc Committees
- In this section, Committee refers to any standing committee, subcommittee, and/or ad hoc committee overseen by College Council.
- Committee Reports
- Each committee shall submit reports to College Council twice per year.
- The first report shall be submitted to College Council by Oct. 1 of each year. This report shall contain the specific goals and objectives for the committee for the current academic year.
- The second report shall be submitted to College Council by May 1 of each year. This report shall contain the committees progress toward completing the goals and objectives included in the Oct. 1 report.
- Copies of these reports shall also be submitted to the Planning and Assessment Coordinator in the Institutional Research and Effectiveness Office for archival purposes.
- Committee Attendance at College Council
- Committee representatives are encouraged, but not required, to attend College Council meetings.
- Committee representatives shall attend College Council meetings when they have bylaw
updates, important committee updates, questions, or other items that need College
Councils review and approval.
- Any such updates or items shall be submitted as College Council agenda items prior to each College Council meeting.
- Committee representatives shall attend College Council meetings at the request of College Council when relevant College Council agenda items call for committee input and participation.
- Committee Minutes, Agendas, and Websites
- Each committee shall maintain its own website on WNCs WestNet intranet.
- New committees must submit a computing services ticket to request the creation of a new committee webpage.
- Each website shall include:
- Current committee membership, including identification of officers and liaisons.
- All currently scheduled future meetings dates.
- All prior meeting dates, along with agendas and minutes from those meetings.
- All annual reports on goals and objectives.
- All other reports prepared by the committee, its subcommittees, or workgroups.
- All forms used by the committee to conduct its regular business, and instructions on the use of those forms.
- Minutes and agendas shall use the standard WNC templates for minutes and agendas. Copies of these templates may be found on the College Council WestNet page.
- Each committee shall maintain its own website on WNCs WestNet intranet.
- Committee Meetings
- Committees are encouraged to meet monthly during the academic year, but may set their meeting schedules in accordance with the time required to advance their annual goals and objectives.
- College Council may approve a standardized committee meeting schedule as needed to avoid scheduling overlap and time conflicts.
- Committee Bylaws
- College Council may propose revisions to the bylaws of any committee overseen by College Council.
- College Council must approve any and all changes to the bylaws of any committee overseen by College Council. A statement to this effect must be included in the bylaws of any committee overseen by College Council.
- Oversight of Workgroups
- Workgroup Reports
- Once a workgroup has completed its specific task or tasks, it shall submit a report of its work to College Council. Once approved, the workgroup shall then disband.
- A copy of the workgroup report shall be submitted to the Planning and Assessment Coordinator in the Institutional Research and Effectiveness Office for archival purposes.
- Workgroup Attendance at College Council
- Workgroup representatives shall attend College Council meetings when they have important
committee updates, questions, or other items that need College Councils review and
- Workgroup representatives shall attend College Council meetings at the request of College Council when relevant College Council agenda items call for workgroup input and participation.
- Workgroup representatives shall attend College Council meetings when they have important committee updates, questions, or other items that need College Councils review and approval.
- Workgroup Minutes, Agendas, Websites, and Bylaws
- Workgroups have no formal requirements for maintaining minutes, agendas, websites, or bylaws.
- Workgroups are encouraged to document their work as is useful for accomplishing their task or tasks.
- Workgroup Reports
Section 11: Creation of Standing Committees, Subcommittees, Ad Hoc Committees, and Workgroups
- Creation of Standing Committees
- A standing committee is any committee created to oversee a specific area or specific areas of institutional mission fulfillment, strategic planning, or performance.
- College Council or WNC faculty and staff may propose the creation of a new standing committee to address specific areas of institutional mission fulfillment, strategic planning, or performance as needed.
- College Council may move to create an ad hoc committee to advance the creation of the new standing committee with a majority vote and the approval of the President.
- If approved, College Council will appoint key stakeholders and interested parties to the ad hoc committee charged with advancing the creation of the proposed standing committee.
- The ad hoc committee charged with advancing the creation of the standing committee
- Determine the appropriate membership, oversight, and purview of the proposed standing
committee. Membership must include:
- Executive operational oversight (ex officio non-voting member)
- Academic Faculty
- Administrative Faculty
- Classified Staff
- Student (ASWN)
- Additional representation should be considered depending upon the proposed standing committees mission and goals.
- Draft the bylaws of the proposed standing committee.
- Draft college bylaws and/or policies related to the proposed standing committee.
- Determine the appropriate membership, oversight, and purview of the proposed standing committee. Membership must include:
- Once the ad hoc committee has completed these tasks, they shall present their proposals for the new standing committee to College Council for approval.
- If approved, the ad hoc committee shall be dissolved and the new standing committee shall begin its work.
- College Council shall update its list of current standing committees to include the newly approved committee.
- Creation of Ad Hoc Committees
- An ad hoc committee is a temporary committee created to complete a specific task or tasks.
- College Council, standing committees, or WNC faculty and staff may propose the creation of an ad hoc committee as needed.
- College Council can create an ad hoc committee with a majority vote and the Presidents approval.
- College Council shall determine membership of the ad hoc committee prior to its creation.
- College Council may, with the approval of the President, assign to the ad hoc committee a chair. Otherwise, the ad hoc committee shall select its chair by a vote.
- Each year, College Council shall determine whether to disband each ad hoc committee or continue it for another year.
- Creation of Subcommittees
- A subcommittee is a subdivision of a committee organized for specific purposes.
- College Council may create a College Council subcommittee for a specific purpose with a majority vote and the Presidents approval.
- College Council shall determine membership of the College Council subcommittee prior to its creation.
- College Council may, with the approval of the President, assign to the College Council subcommittee a chair. Otherwise, the subcommittee shall select its chair by a vote.
- Based upon the College Council subcommittees mission and goals, College Council shall decide what expectations for membership, bylaws, regular meetings, agendas, minutes, and websites are needed and useful for a College Council subcommittee.
- Standing committees may propose the creation of a subcommittee beneath their standing committee with College Councils approval.
- Creation of Workgroups
- A workgroup is any group created to complete a specific task or tasks.
- College Council, standing committees, or WNC faculty and staff may propose the creation of a workgroup as needed.
- College Council can create a workgroup with a majority vote and the Presidents approval.
|Date(s) Revised||December 10, 2021; May 08, 2018; May 14, 2013; September 2, 2008; November 21, 2006; January 25, 2005; May 11, 2004||Date(s) Reviewed||;|