Shared Governance Committee Training

Presented by College CouncilFebruary 17, 2011

Origins of Shared Governance AB1725 (1988) – Legislates the

implementation of shared or participatory governance on each California Community College Campus

Benefits of Shared Governance Expertise and Analytical Skills of

Many Understanding of

Objectives/Decisions Commitment to Implementation Leadership Opportunities Promotion of Trust and Cooperation Opportunity for Conflict Resolution Less Dissent

Shared vs. Participatory Governance You say ‘Potato’, I say ‘Potatto’

Intent is to “Consult Collegially” Value and respect the different voices of the

college community in the decision-making process

Sharing of information and perspectives Not union negotiations…BUT sometimes

matters do cross and impact contract issues that require negotiations (that happens at the table not in the Shared Governance arena)

Who is Involved in Shared Governance? All campus constituents have a role

Administration Faculty Staff Students

Faculty involved directly with “academic and professional matters” 10+1

Constituent Participation

Shared Governance at MSJC

What college operations are affected by Shared Governance? What is NOT?

The history, spirit and practice of Shared Governance at MSJC

Shared Governance Document

Shared Governance Committees

College Council

Mutual Agreement

CouncilBasic Skills Budget

Career Education Advisory

Curriculum District Staff Development Diversity

Educational Technology

Information, Communicati

on and Technology

Institutional Planning

Instructional Program Review

Matriculation Safety Student Equity

Student Services

Submittal and Review Process Submittal Process

Request item placement on appropriate agenda at least one full week before meeting date

Review Process Committee reviews and reports

disposition▪ Changes needed…▪ Approved as submitted…▪ Further review/additional information

needed…▪ If approved, forwarded to College Council for

review

Submittal and Review Process College Council Review

Submitted by appropriate Shared Governance Committee at least one week prior to meeting

Upon approval, recommendation is made to Superintendent/President for placement on Board agenda

Board of Trustees receive as information item and then as action item the following month for a minimum of two months to gain Board approval

Implementation takes place following board approval

Submittal and Review Process

Submit to Appropriate

Shared Governance Committee

Minimum one week before

meeting

Committee reviews and

reports disposition of

item to requestor

College Council Receives

Request from Shared

Governance Committee

Minimum one week before

meeting

College Council reviews and

makes recommendation

to Superintendent/

PresidentSuperintendent/

President Submits to Board of

Trustees as Appropriate

Board receives as an information

item; Next regular meeting receives as an

action item

Upon approval by Board; District

implements

Brown Act Requirements and Robert’s Rules of Order Who is covered? Agendas

Required Recommended

Meetings Robert’s Rules Highlights

Agenda and Minutes Submission Agendas due 3.5 days before meeting Minutes due within 3 business days upon

approval Submit all documents to Kristen Grimes

for posting to web and/or bulletin board (when applicable)

Webpage Guidelines Web information needs to be current Should include members and calendar of

meetings at a minimum

Planning Structure and Role of Shared Governance Committees

Planning Structure Continued…

Planning Structure Continued…Mt. San Jacinto College Institutional Planning and Assessment Annual Timeline/Calendar

ACADEMIC YEAR 2010-2011 TIMELINE

MONTH ACTIVITY

September (2010) Finalize Budget/Allocate Resources

September - October (2010) Institutional Assessments (SLO) Begin evaluation procedures for Program Review/SLOs for previous academic year (Spring 2010/Fall 2009) – All sectors

October (2010) Program Review (3 Year Cycle) or Annual Program Assessments completed

October (2010)-February (2011) Unit Deans review, develop and complete Unit Plan

January (2010) -February (2011) Board of Trustee Mid-Year Workshop. President/Superintendent presents tentative goals for next academic year (2011-2012) to Board of Trustees. Mid-year update regarding current year activities (2010-2011)

February –March-April (2011) Educational Master Plan review and enhancements (based on internal and external reviews <environmental scan, technology/HR/facilities plans, marketing plan, etc.)

March (2011) Division Vice President’s review, develop and complete Division Plan

April (2011) Budget Development Plan for next academic year (2011-2012)

May-June-July (2011) Develop strategic plan (strategies to achieve the tentative goals established for the next academic year 2011-2012) Implementation plans (Department Chairs via Instructional Deans. Student Services Office and programs via VPSS

June (2011) Board of Trustees End-of-Year Workshop. Final report on previous goals (2009-2010) and update Board of Trustees regarding goals and strategies for the next academic year (2011-2012)

NEW ACADEMIC YEAR 2011-2012 August (2011)

Present status reports on previous goals (2009-2010) and current (2011-2012) goals/strategies to faculty/staff during Convocation

Planning Structure Continued…

Goals vs. Objectives Goals are where you

want to be Objectives are the steps

needed to get there Goals – broad, lofty

ideas that are intangible, abstract and may not be measureable; long-term

Objectives – SMART; short-term

S •Specific

M •Measureable

A •Attainable

R •Relevant

T •Time Bound

Example…

Goal: President Schultz will succeed as a singer and performer of show tunes with flawless precision and accuracy

Objective: President Schultz will know the words to Twinkle, Twinkle Little Star by the end of the semester

Another Example…

Goal: This committee will adhere to the Brown Act and the important role(s) that Shared Governance Committees play in the guiding of MSJC to attaining institutional goals

Objective 1: This committee will post their agenda 72 hours prior to every meeting

Objective 2: This committee will send meeting minutes to Kristen no more than 3 business days following approval

Reporting Out and Annual Requirements First Meeting of the Academic Year

Calendar of Meetings, Charge, Goals, etc. Midterm Report

Due by December 1 Submit on Reporting Template

End of Year Report Due by May 1 Submit on Reporting Template Provide a verbal report out at May College Council

Meeting▪ Open to all committee members, attendance required by

at least one Committee Chair

Shared Governance Standing Committees Status Report Template

Name of Committee: Click here to enter text. Today’s Date: Click here to enter a date.

Please indicate one: Mid-Year End-of-Year Charge*: Click here to enter text. *Please note if changes have been made to the committee charge during this year Committee Chair(s)*: *A=Administrator, F=Faculty, C=Classified, S=Student Click here to enter text. Membership* - Place an X next to non-voting members: *A=Administrator, F=Faculty, C=Classified, S=Student

Click here to enter text. Goals and Objectives: (Include year goal first set; i.e. goals set during the previous Academic Year would be listed as 2009/10)

Click here to enter text. Goals – Status: (Provide a brief summary of the status for each goal listed above) Click here to enter text. Challenges: Click here to enter text. Opportunities: Click here to enter text. Needs: Click here to enter text. Other: Click here to enter text.

Status Report Tem

plate

Committee Membership

Regular Attendance and Active Participation

Membership appointed by respective constituent group

Diverse membership – new and seasoned; wide variety of knowledge base/disciplines

Voting/Non-Voting/ and Resources We need STUDENTS…please help

recruit!

Questions/Comments…