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8/4/2019 Gavilan College Participatory Governance Manual
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PARTICIPATINGIN
SHAREDGOVERNANCE
at
GAVILANCOLLEGE
AHANDBOOKFORCOLLABORATION
FALL2011
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Toallstaff,faculty,andstudentsofGavilanCollege-
WelcometoSharedGovernance!Youmayhaveheardthatcolleges
haveaformofdecision-makingunlikeanyotherinstitution.Perhaps
youhavewonderedhowitworks,orhowyoucanmakeyourvoice
heardatGavilanCollege.
Theintentofthispublicationistoclarifythedecision-makingand
planningprocessesatGavilanCollegeandtoinviteyoutobe
involved.TheGavilanCollegeSharedGovernanceManualdescribes
theprocedureswehavedevelopedtoimplementBoardPolicies
2510(ParticipatinginLocalDecision-Making)and3250(InstitutionalPlanning).
Itdescribeskeycampusbodies,theirresponsibilities,andtheirrelationshipswitheachother.
Thisguidealsodescribeshowindividualsareinvolvedinthevariousprocessesthatleadto
decisionsanddescribesthefocusofauthority,responsibility,andaccountabilityfordecisionsmade.Itincludesdefinitionsofdecision-makingterminologyasdefinedandprescribedbylaw,
regulation,agreementsandgoodpracticesthataresimplythedictatesofgoodcommonsense.
Effectivedecision-makingdependsupontheintelligentcommunicationsofneedsbyandto
thosewhoarechargedwithmakingdecisionsandthosewhoareaccountableforresults.
Broad-baseddiscussionensuresthatthosewhoareaffectedbydecisionsareabletoprovide
theiruniqueperspectiveswhichleadstobetterdecisionsandeffectiveimplementationof
thosedecisions.Dedicationandgoodfaitheffortsonthepartofdecision-makersarecriticalto
understandingtheissuesandensuringthatdecisionsmadeareinthebestinterestofthe
college,andstudentlearning.
Thismanualprovidesaroadmapofhowthecollegefunctionsfromunderstandable
organizationalchartstocleardescriptionsofgovernancerelationships.Thegoalisto
encouragemoreparticipationinourprocessessowecanmoreeffectivelysupportstudent
success.
WeinviteyoutobeapartofparticipatorygovernanceatGavilanCollege,throughcommittee
membership,grouprepresentation,orcompletionoftheannualgovernancesurvey.Your
perspectiveisuniqueandyourvoiceisimportant.Speakupthroughthegovernanceprocess!
StevenM.Kinsella
President/Superintendent
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TABLEOFCONTENTS
Section1WhatisSharedGovernance
WhyshouldIbeinvolved?
Section2DrivingPrinciples
MissionStatement,ValuesandGoals,PrinciplesofCommunity,Decision-MakingPhilosophy,
CharacteristicsofEffectiveDecision-Making,
Section3OrganizationalCharts
CollegeAdministration,InstructionalServices,StudentServices,AdministrativeServices
Section4RequirementsandKeyStakeHolders
GovernanceRelationships,TheLaw,AccreditationandSharedGovernance,TheBoardof
Trustees,TheSuperintendent/President,TheAcademicSenate,EducationalAdministrators,
Staff,AssociatedStudentBody
Section5HowtoGetInvolved
CollegeGroupsandCommittees,AcademicSenateRolesandResponsibilities,Meeting
Schedules
Section6SharedGovernanceModel
VisualModeldemonstratinghowthevariouscommittees,operationalprocesses,andongoing
planningresultindecisionmakingandpolicyfortheCollege
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WHATISSHAREDGOVERNANCEANDWHYSHOULDIBEINVOLVED?
Sharedgovernancehascometoconnotetwocomplementaryand
sometimesoverlappingconceptsgivingvariousgroupsofpeoplea
shareinkeydecision-makingprocesses,oftenthroughelected
representationandallowingcertaingroupstoexerciseprimary
responsibilityforspecificareasofdecisionmaking.
Initssimplestform,sharedgovernanceisshareddecision-makingbasedontheprinciples
ofpartnership,equity,accountability,andownershipatthepointofservice.Thismanagement
processmodelempowersallmembersofGavilanCollegetohaveavoicein
decision-making,thusencouragingdiverseandcreativeinputthatwillhelpadvanceour
educationalmission.Inessence,itmakeseveryemployeefeellikeheorshehasapersonal
stakeinthesuccessoftheorganization.Hereshowtheprinciplesaredefined:
Partnershiplinksstudents,staff,andfacultyalongallpointsinour
system;acollaborativerelationshipamongallstakeholdersrequired
forprofessionalempowerment.Partnershipisessentialtobuildingrelationships,
involvesallstaffmembersindecisionsandprocesses,impliesthateachmember
hasakeyroleinfulfillingthemissionandpurposeoftheorganization,andis
criticaltothecollegeseffectiveness.
Equitythebestmethodforintegratingstaffrolesandrelationshipsintostructures
andprocessestoachievepositivestudentoutcomes.Equitymaintainsafocus
onservices,isthefoundationandmeasureofvalue;andsays
thatnooneroleismoreimportantthananyother.Althoughequitydoesnot
equalequalityintermsofscopeofpractice,knowledge,authority,orresponsibility,
itdoesmeanthateachteammemberisessentialtoprovidingsafeandeffective
servicesforstudentsandthecommunitiesthedistrictserves.
Accountabilityawillingnesstoinvestindecision-makingandexpressownership
inthosedecisions.Accountabilityisthecoreofsharedgovernanceandisoftenused
interchangeablywithresponsibility.Itsupportspartnershipsandissecuredasallstakeholder
groupsoncampusproducepositiveoutcomes.
Ownershiprecognitionandacceptanceoftheimportanceofeveryoneswork
andofthefactthatGavilanssuccessisboundtohowwellindividualstaff
membersperformtheirjobs.Toenableallteammemberstoparticipate,ownership
designateswhereworkisdoneandbywhom.Itrequiresallstaffmemberstocommit
tocontributingsomething,toownwhattheycontribute,andtoparticipatein
devisingpurposesforthework.
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GAVILANCOLLEGE
MissionStatement
Inanenvironmentthatcultivatescreativity,stimulatescuriosityandemphasizesstudentlearning,
GavilanCollegeservesitscommunitybyprovidinghighqualityeducationalandsupportservicesthat
preparestudentsfortransfer,technicalandpublicservicecareers,life-longlearningandparticipation
inadiverseglobalsociety.
GAVILANCOLLEGEEDUCATIONALVALUESANDGOALS
Values
Animaginativeandnurturingcommunityoflearners,fosteredthroughrigorousscholarship,creativity,andpersonalandprofessionaldevelopment.
Acollegeenvironmentandsocialclimatecharacterizedbyinclusivenessandmutualrespectforallofourstudents,staffandcommunity.
Excellenceinandpromotionofcomprehensiveprograms,servicesandactivities. Partnershipsthatsupporttheeducational,economicandsocialdevelopmentofthecollegeand
thecommunitiesweserve.Goals
Tobeknownforeducationalexcellence. Todemonstrateinvolvedandresponsivecommunityleadership. Toincreaseouraccessibility. Toencourageinnovativeinstruction. Toleadintheapplicationofappropriateeducationaltechnology. Topromoteaharmoniouslearningandworkingenvironment.
PrinciplesofCommunity
AsmemberoftheGavilanCollegecommunity,wevaluetheworthanddignityofeveryperson,the
pursuitoftruth,devotiontoexcellence,acquisitionofknowledge,andthenurtureofdemocratic
citizenship.Westrivetomaintaintheseidealsinanenvironmentofinclusivenessandmutualrespect.
ThePrinciplesofCommunityprovidethefoundationwhichcreatesthisenvironment.Theexpectationis
thatwemaintainthehighestethicalstandardsinordertoestablishanatmosphereofcivility,honesty,
cooperation,professionalismandfairness.
GavilanCollegeAspirestobe
DiverseWeembraceandcelebratediversityinallitsforms(theheritage,achievements,uniqueness,andcontributionsofallourmembers)andseektoupholdaninclusive,openand
enlightenedcommunity.
PurposefulWeareacommunitythatmaintainsasharedcommitmenttoservicetosocietyandadvancementofknowledgethroughinnovativeteachingandlearning.
OpenWebelievefreeexchangeofideasrequiresmutualrespect,trustandconsiderationforourdifferences.
JustWearecommittedtorespectforindividualdignityandequitableaccesstoresources,recognitionandsecurity.(fromBoardPolicy2715)
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Decision-MakingPhilosophy
Thefocusofourmissionisstudentlearning.Asindicatedinourvalues,thecollegeneedstheactive
participationoftheentirecampuscommunitytoeffectivelyaccomplishitsmission.Ourphilosophyis
thatdiverseperspectivesmakeusstrongerandleadtobetterdecisions.Thissharedinvolvement: doesnotalwaysimplyagreement;
doesnotalwaysrequirethesamelevelofinvolvementbyallparticipantsatalltimes;and placestheultimateresponsibilityfordecisionswiththePresidentandtheBoardofTrustees.
GavilanCollegesorganizationalfunctioningisbasedonourmission,institutionalvalues,strategic
direction,andonthedevelopmentofeffectiverelationshipsandteamworkbetweenadministrators,
faculty,staff,andstudents.Thisbeliefsystemfostersaclimateinwhichparticipationandinputis
routinelyprovidedtoandacceptedbythoseresponsibleformakingdecisions.
CharacteristicsofEffectiveDecision-Making
Webelievethataneffectivedecision-makingstructureatGavilanCollegemusthavethefollowing
characteristics: Itfocusestheentirecollegeonstudentlearning; Itprovidesthemembersofallcampusconstituenciesstudents,faculty,administration,and
classifiedstafftheabilitytobeinvolved,throughtheirrepresentatives,inthegovernanceand
futuredirectionofthecollege;
Itfacilitatesthecoordinationoftheworkofthevariousgroupstoensurethatwecollectivelymakethebestdecisions;
Itisclearlyunderstoodandprovidesclearpathwaysforinvolvementfortheentirecampuscommunity;
Itensuresthateveryoneidentifieswiththemissionofthecollegeandassistsintheprofessionalgrowthofourfaculty,staff,andstudents;
Itusesinformationfromfaculty,staff,students,andthecommunitytodrivethecollegesstrategicdirection;
Itachievesanappropriatebalancebetweendecentralizedandcentralizeddecision-making; Itfosterscontinuousorganizationalimprovementbyevaluatingoutcomesandmakingchanges
toourstructuresandprocessesasneeded;
Itisflexibleandresponsive---providingthecollegewiththeabilitytodevelopandimplementcontingencyplanstoadjusttochangingenvironmentsandtotakeadvantageofunexpected
opportunities;
Itensuresthatthecollegeremainsresponsivetocommunityneedsandaccountableforitsoutcomes.
Itempowersdecision-makingatthelevelsheldaccountablefortheoutcomesofthosedecisions.
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OrganizationalStructures
Thecollegeadministrativeorganizationalstructureprovidesthevehicleforeffectivecommunicationand
collaborative,theimplementationofdecisions,andthesupportstructureforthefourareasofcampus.
ADMINISTRATIVE STRUCTURE
Dr.StevenM.Kinsella,CollegePresident/
Superintendent
Dr.KathleenRose,Execu]veVicePresidentofInstructrion
PilarConoway,Execu]ve
Administra]veAssistant
JohnPrui_,VicePresidentofStudent
Services
GraceCardinalli,Execu]ve
Administra]veAssistant
JoeKeeler,VicePresidentofAdministra]veServices
NancyBailey,Execu]ve
Administra]veAssistant
AngieOropeza,Execu]ve
Administra]veAssistant
Dr.RandyBrown,Directorof
Ins]tu]onalResearch
JanBernstein-Chargin,DirectorofPublicInforma]on
RonHannon,DeanofAthle]csandKinesiology
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STUDENT SERVICES DIVISION
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Administrative Services
Office of the Vice President
As of November 2010
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INSTRUCTIONAL SERVICES
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GovernanceRelationships
Thedecision-makingprocessesatGavilanCollegearedesignedinaccordancewithAB1725.Theyare
intendedtoensurethatdecisionsarewell-informed,supporttheeffectiveandefficientfunctioningof
thecollege,aremadebythosewhoareaccountablefortheresults,andwiththeparticipationofthose
whocanbestcontributetotheirimplementation.Theultimateobjectiveistosupportstudentlearning.
Therearefourcomplementaryprocesseswhichfunctionwithinthecollege: Thegeneralparticipatorygovernanceprocesswhichreviews,develops,andrecommends
policies,procedures,andprioritiesforthecollegetotheSuperintendent/Presidentandthe
BoardofTrustees.
TheacademicparticipatorygovernanceprocesswhichprovidesfacultyrecommendationstotheSuperintendent/Presidentwithrespecttoacademicandprofessionalmatters(knownasthe
10+1).
Theprogramplanning,budgeting,programreviewandassessment/evaluationprocesseswhichdefineshowthecollegegainsinputintothedevelopmentofitsstrategicdirection,continuous
improvement,andtheallocationofresources.
Theadministrative/operationalprocesseswhichdealwiththeday-to-dayfunctioningofthecollegewithinestablishedpoliciesandprocedures.
Inadditiontotheseprocessestherearealsocollectivebargainingprocesseswhichdealwithcontractual
mattersandworkingconditionsasdefinedbythecollectivebargaininglaw.Theseprocessesareoutside
ofgovernanceandarenotaddressedinthispublication.TheLaw
TheBoardofGovernorsoftheCaliforniaCommunityCollegesshallestablishminimumstandardsand
localgoverningboardsshallestablishproceduresnotinconsistentwiththoseminimumstandardsto
ensure:
Faculty,staff,andstudentstherighttoparticipateeffectivelyindistrictandcollegegovernance;and
Therightofacademicsenatestoassumeprimaryresponsibilityformakingrecommendationsintheareasofcurriculumandacademicstandards.
(EducationCodeSections70901and70902)
Intermsofinstitutionalgovernanceanddecision-making,AB1725statesinSection4paragraph(o)that
Anysetoflaws,regulations,directives,orguidelinesregardingcommunitycollegefacultyand
administratorqualifications,evaluation,hiring,orretentionshouldpromotetheeffortsoflocal
communitycollegestoensurethattheirfacultyandadministrationconsistsof:
(1)Teacherswhocanteachandwhoareexpertsinthesubjectmatteroftheircurriculum.
(2)Counselors,librarians,andotherinstructionalandstudentservicefacultywhocanfoster
collegeeffectivenessandwhoareexpertsinthesubjectmatteroftheirspecialty.
(3)Administratorswhocanlead,organize,plan,andsupervise;whounderstandtheneedsof
facultyandthelearningprocess;andwhovalueinstitutionalgovernancebaseduponagenuine
sharingofresponsibilitywithfacultycolleagues.
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AccreditationandSharedGovernance
Alongwiththelegalaspectsofthesharedgovernanceprocess,accreditationstandardsalsoprovidea
expectationsforinvolvingthebroadercampuscommunityinthedecision-makingandcontinuous
improvementprocess.ThesestandardsandexpectationsareoutlinedinStandIV:Leadershipand
GovernanceoftheWASCAccreditationStandardsasfollows:
StandardIV:LeadershipandGovernance
Theinstitutionrecognizesandutilizesthecontributionsofleadershipthroughouttheorganizationfor
continuousimprovementoftheinstitution.Governancerolesaredesignedtofacilitatedecisionsthat
supportstudentlearningprogramsandservicesandimproveinstitutionaleffectiveness,while
acknowledgingthedesignatedresponsibilitiesofthegoverningboardandthechiefadministrator.
A.Decision-MakingRolesandProcesses
Theinstitutionrecognizesthatethicalandeffectiveleadershipthroughouttheorganization
enablestheinstitutiontoidentifyinstitutionalvalues,setandachievegoals,learn,andimprove.
1. Institutionalleaderscreateanenvironmentforempowerment,innovation,andinstitutionalexcellence.Theyencouragestaff,faculty,administrators,andstudents,nomatterwhat
theirofficialtitles,totakeinitiativeinimprovingthepractices,programs,andservicesin
whichtheyareinvolved.Whenideasforimprovementhavepolicyorsignificantinstitution-
wideimplications,systematicparticipativeprocessesareusedtoassureeffectivediscussion,
planning,andimplementation.
2.Theinstitutionestablishesandimplementsawrittenpolicyprovidingforfaculty,staff,
administrator,andstudentparticipationindecision-makingprocesses.Thepolicyspecifiesthe
mannerinwhichindividualsbringforwardideasfromtheirconstituenciesandworktogetheron
appropriatepolicy,planning,andspecial-purposebodies.
a.Facultyandadministratorshaveasubstantiveandclearlydefinedroleininstitutional
governanceandexerciseasubstantialvoiceininstitutionalpolicies,planning,and
budgetthatrelatetotheirareasofresponsibilityandexpertise.Studentsandstaffalso
haveestablishedmechanismsororganizationsforprovidinginputintoinstitutional
decisions.
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b.Theinstitutionreliesonfaculty,itsacademicsenateorotherappropriatefaculty
structures,thecurriculumcommittee,andacademicadministratorsfor
recommendationsaboutstudentlearningprogramsandservices.
3.Throughestablishedgovernancestructures,processes,andpractices,thegoverningboard,
administrators,faculty,staff,andstudentsworktogetherforthegoodoftheinstitution.These
processesfacilitatediscussionofideasandeffectivecommunicationamongtheinstitutions
constituencies.
4.Theinstitutionadvocatesanddemonstrateshonestyandintegrity
initsrelationshipswithexternalagencies.ItagreestocomplywithAccreditingCommission
standards,policies,andguidelines,andCommissionrequirementsforpublicdisclosure,self
studyandotherreports,teamvisits,andpriorapprovalofsubstantivechanges.Theinstitution
movesexpeditiouslytorespondtorecommendationsmadebytheCommission.
5.Theroleofleadershipandtheinstitutionsgovernanceand
decision-makingstructuresandprocessesareregularlyevaluatedtoassuretheirintegrityand
effectiveness.Theinstitutionwidelycommunicatestheresultsoftheseevaluationsandusesthemasthebasisforimprovement
B.BoardandAdministrativeOrganization
Inadditiontotheleadershipofindividualsandconstituencies,institutionsrecognizethe
designatedresponsibilitiesofthegoverningboardforsettingpoliciesandofthechief
administratorfortheeffectiveoperationoftheinstitution.Multi-collegedistricts/systems
clearlydefinetheorganizationalrolesofthedistrict/systemandthecolleges.
1.Theinstitutionhasagoverningboardthatisresponsibleforestablishingpoliciestoassurethe
quality,integrity,andeffectivenessofthestudentlearningprogramsandservicesandthefinancialstabilityoftheinstitution.Thegoverningboardadherestoaclearlydefinedpolicyfor
selectingandevaluatingthechiefadministratorforthecollegeorthedistrict/system.
a.Thegoverningboardisanindependentpolicy-makingbodythatreflectsthepublic
interestinboardactivitiesanddecisions.Oncetheboardreachesadecision,itactsasa
whole.Itadvocatesforanddefendstheinstitutionandprotectsitfromundueinfluence
orpressure.
b.Thegoverningboardestablishespoliciesconsistentwiththemissionstatementto
ensurethequality,integrity,andimprovementofstudentlearningprogramsand
servicesandtheresourcesnecessarytosupportthem.
c.Thegoverningboardhasultimateresponsibilityforeducationalquality,legalmatters,
andfinancialintegrity.
d.Theinstitutionorthegoverningboardpublishestheboardbylawsandpolicies
specifyingtheboardssize,duties,responsibilities,structure,andoperatingprocedures.
e.Thegoverningboardactsinamannerconsistentwithitspoliciesandbylaws.The
boardregularlyevaluatesitspoliciesandpracticesandrevisesthemasnecessary.
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f.Thegoverningboardhasaprogramforboarddevelopmentandnewmember
orientation.Ithasamechanismforprovidingforcontinuityofboardmembershipand
staggeredtermsofoffice.
g.Thegoverningboardsself-evaluationprocessesforassessingboardperformanceare
clearlydefined,implemented,andpublishedinitspoliciesorbylaws.
h.Thegoverningboardhasacodeofethicsthatincludesaclearlydefinedpolicyfor
dealingwithbehaviorthatviolatesitscode.
i.Thegoverningboardisinformedaboutandinvolvedintheaccreditationprocess.
j.Thegoverningboardhastheresponsibilityforselectingandevaluatingthe
district/systemchiefadministrator(mostoftenknownasthechancellor)inamulti-
collegedistrict/systemorthecollegechiefadministrator(mostoftenknownasthe
president)inthecaseofasinglecollege.Thegoverningboarddelegatesfull
responsibilityandauthoritytohim/hertoimplementandadministerboardpolicies
withoutboardinterferenceandholdshim/heraccountablefortheoperationofthe
district/systemorcollege,respectively.
Inmulti-collegedistricts/systems,thegoverningboardestablishesaclearlydefinedpolicyfor
selectingandevaluatingthepresidentsofthecolleges.
2.Thepresidenthasprimaryresponsibilityforthequalityoftheinstitutionhe/sheleads.He/she
provideseffectiveleadershipinplanning,organizing,budgeting,selectinganddeveloping
personnel,andassessinginstitutionaleffectiveness.
a.Thepresidentplans,oversees,andevaluatesanadministrativestructureorganized
andstaffedtoreflecttheinstitution'spurposes,size,andcomplexity.He/shedelegates
authoritytoadministratorsandothersconsistentwiththeirresponsibilities,asappropriate.
b.Thepresidentguidesinstitutionalimprovementoftheteachingandlearning
environmentbythefollowing:
establishingacollegialprocessthatsetsvalues,goals,andpriorities;
ensuringthatevaluationandplanningrelyonhighqualityresearchand
analysisonexternalandinternalconditions;
ensuringthateducationalplanningisintegratedwithresourceplanningand
distributiontoachievestudentlearningoutcomes;and
establishingprocedurestoevaluateoverallinstitutionalplanningand
implementationefforts.
c.Thepresidentassurestheimplementationofstatutes,regulations,andgoverning
boardpoliciesandassuresthatinstitutionalpracticesareconsistentwithinstitutional
missionandpolicies.
d.Thepresidenteffectivelycontrolsbudgetandexpenditures.
e.Thepresidentworksandcommunicateseffectivelywiththecommunitiesservedby
theinstitution.
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TheBoardofTrustees
ItisunderstoodbyallsegmentsofthecollegecommunitythattheBoardofTrustees,aselected
representativesofthecommunity,isthefinalvoiceintheDistrict(subjecttothelawsandappropriate
regulationsoftheStateLegislatureandtheChancellorsOffice).Asamatterofprofessionalrespect,and
asoutlinedinAB1725,theBoardwill,ifitrejectsormodifiesarecommendationproposedbythe
participatorygovernanceprocedure,returntotheparticipatorygovernancecommittee(s)itsobjections
totheproposal.ItdoesthisthroughitsdesigneetheSuperintendent/President.TheSuperintendent/President
TheSuperintendent/PresidentistheofficialdesigneeoftheBoard,andisdirectlyresponsibletothe
Board.Allrecommendationsdevelopedthroughtheparticipatorygovernanceprocesseswillbesentto
theBoardthroughtheSuperintendent/President.
TheSuperintendent/Presidenthastherighttorejectormodifyanyparticipatorygovernancedecision.
However,inthespiritofprofessionalismandcollegiality,theSuperintendent/Presidentinformsthe
respectivegroup(s)/committee(s)ofhis/herobjections(ifany)totheirrecommendations.All
constituentgroups(faculty,classified,supervisors/confidentials,administrators,students)retainthe
righttopresenttheirconcernswiththeSuperintendent/PresidentsdecisiontotheBoardofTrusteesif
acommonconsensusisnotachieved.TheAcademicSenate
TheAcademicSenate,astherepresentativesofthefaculty,makesrecommendationstothe
administrationoftheCollegeandtheBoardwithrespecttothefollowingacademicandprofessional
matters:
1.Curriculum,includingestablishingprerequisitesandplacingcourseswithindisciplines;2.Degreeandcertificaterequirements;
3.Gradingpolicies;
4.Educationalprogramdevelopment;
5.Standardsofpoliciesregardingstudentpreparationandsuccess;
6.Districtandcollegegovernancestructuresasrelatedtofacultyroles;
7.Facultyrolesintheaccreditationprocess,includingself-studyandannualreports;
8.Policiesforfacultyprofessionaldevelopment;
9.Processesforprogramreview;
10.Processesforinstitutionalplansandbudgetdevelopment;
11.Otheracademicandprofessionalmattersasmutuallyagreedbetweenthegoverningboard
andAcademicSenate.
AccordingtoTitle553203thegoverningboardisrequiredtoadoptpoliciesforappropriatedelegation
ofauthorityandresponsibilitytoitsacademicsenate.Thesepoliciesmust,ataminimum,providethat
theboard,oritsdesignees,consultcollegiallywiththeacademicsenatewhenadoptingpoliciesand
proceduresonacademicandprofessionalmatters.ConsultcollegiallyisdefinedbyTitle553200to
mean:
1)Relyingprimarilyupontheadviceandjudgmentoftheacademicsenate;or
2)Reachingmutualagreementbetweenthegoverningboard/designeeandrepresentativesof
theacademicsenate.
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AccordingtoBoardPolicy2515theButte-GlennCommunityCollegeDistrictBoardsintentistoreach
mutualagreementwiththeAcademicSenateonacademicandprofessionalmattersthroughits
designee(theSuperintendent/President).However,atitssolediscretion,theBoardretainstherightto
relyprimarilyupontheadviceandjudgmentoftheAcademicSenateifitsochooses.
TheAcademicSenateisalsoresponsibleforselectingfacultyrepresentativesforcommittees.The
AcademicSenatereviewsandrespondstoproposedchangestocollegepoliciesandprocedures
recommendedbycollegegroups,committeesandtaskforcesandmakesappropriatedecisions
regardingitsinternaloperationconsistentwithitsapprovedconstitutionandbylaws.
EducationalAdministrators
WhilethePresident,astheBoardsdesignee,mustconsultcollegially,asdescribedabove,with
AcademicSenateinacademicandeducationalmatters(ten-plus-one),thisrequirementdoesnot
implyexclusivity.AsindicatedinAB1725educationaladministratorslead,plan,andsupervise
maintainandnurturesharedresponsibilityintheacademicarena.Collegialityisareciprocalobligation
thatiscentraltoGavilanCollegedecision-making.
Staff
AccordingtoTitle551023.5thegoverningboardisrequiredtoadoptpoliciesandproceduresthat
providestaffopportunitytoparticipateeffectivelyindistrictandcollegegovernance.Thisisdefinedasparticipationintheformulationanddevelopmentofpoliciesandprocedures,andprocessesforjointly
developingrecommendationsthathaveorwillhaveasignificanteffectonstaff.Additionally,theBoard
shallnottakeactiononmatterssignificantlyaffectingstaffuntiltherecommendationsandopinionsof
staffaregiveneveryreasonableconsideration.
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GavilanCollegeAssociatedStudentBody(ASB)
ThepurposeoftheGavilanCollegeAssociatedStudentsistoeffectivelyrepresentstudentneeds,keep
studentsinformedofstudentrelatedissues,andpromotecultural,social,andleadershipopportunities
forallstudents.
AccordingtoTitle551023.7thegoverningboardisrequiredtoadoptpoliciesandproceduresthat
providestudentsopportunitytoparticipateeffectivelyindistrictandcollegegovernance.This
participationisdefinedastheformulationanddevelopmentpoliciesandproceduresandprocessesfor
jointlydevelopingrecommendationsthathaveorwillhaveasignificanteffectonstudents.
Additionally,theBoardshallnottakeactiononamatterhavingasignificanteffectonstudentsuntilthe
recommendationsandpositionsbystudentsaregiveneveryreasonableconsideration.
Theselectionofstudentstoserveondistrictcommitteesortaskforcesshallbemadeafterconsultation
withtheAssociatedStudents.
Thepoliciesandproceduresthathaveasignificanteffectonstudentsinclude:
(1)gradingpolices;
(2)codesofstudentconduct;
(3)academicdisciplinarypolicies;
(4)curriculumdevelopment;(5)coursesorprogramswhichshouldbeinitiatedordiscontinued;
(6)processesforinstitutionalplanningandbudgetdevelopment;
(7)standardsandpolicesregardingstudentpreparationandsuccess;
(8)studentservicesplanninganddevelopment;
(9)studentfeeswithintheauthorityofthedistricttoadopt;
(10)anyotherdistrictandcollegepolicy,procedureorrelatedmatterthatthedistrictgoverningboard
determineswillhaveasignificanteffectonstudents.
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HowtoGetInvolvedGroupsandCommittees
Thereareavarietyofgroupsandcommitteesthatprovidepathwaysforparticipationincollege
governanceandprocesses.Theseincludetheongoinggroupsandcommitteeslistedbelowandadhoc
groupsthatareformedtoaddressspecificissuesandthendissolved.
TypesofGroups
Manytermsareusedtodefineagrouporcommittee.Oftenthesetermsdelineatethetypeofworka
groupisaskedtoaccomplish.
Group.Thisisdefinedasanumberofpersonsgatheredtogethertoformarecognizableunit,
aggregation,orband.Atthecollegethistermisgenerallyusedtodescribeanumberofpersonswhoare
partofanorganizationbasedonaffiliationortheselectionofothersofasimilaraffiliation(e.g.
ConstituencyGroup).
Committee.Thisisdefinedasagroupofpeoplechosentoconsidersomematterorfunctioninacertain
capacity.Atthecollegecommitteesnormallyhaveanongoingpurposeandaformalstructure.
Sometimesthispurposeistocoordinatetheactionsofanumberofothercommittees.
Council.Thisisdefinedas1)agroupthatiscalledtogetherforconsultation,discussion,adviceetc.or2)
agroupofpeoplechosenasanadministrative,advisory,orlegislativeassembly.Atthecollegecouncils
normallyhaveanongoingpurpose,aformalstructure,andanareaorcollege-widecoordinating
function(e.g.TechnologyCouncil).
Division.Thisisdefinedasthegroupofpeoplewhoreporttoaparticularreportingchiefadministrator.
ForexamplethepeoplereportingtotheVicePresidentforStudentServicesworkintheStudentServices
Division.
Team.Thisisdefinedasagroupofpeopleworkingorplayingtogetherespeciallyasonesideina
contest.Teamsarebasedonteamworkwhichisthesubordinationofindividualintereststotheunity
andefficiencyofthegroup.Atthecollegeteamscanformedforanongoingortemporarypurposeand
tendtobeflexible,orientedonthetasktobeachievedandlessformalthanacommittee.
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TaskForce.Thisisanumberofpeoplecalledtogethertocompleteatemporarytaskthatinvolvesarea
orcollege-widecoordination.
Groupsmayalsobeassignedaparticularroleinthesharedgovernanceprocessoroperationsofthe
college.Someareformalandsomearelessformal.
ConstituencyGroups
Thesegroupsindentifyemployeeswhoparticipatebecauseofcommonjobassignmentsorprofessional
orientations-AcademicSenate,Administrators,AssociatedStudents,ClassifiedEmployees,
Supervisors/Confidentials/Managers
ACADEMICSENATE--ROLEANDRESPONSIBILITYSTATEMENT
The powers, rights and responsibilities of Faculty Senates in California Community Colleges derive from
the California Administrative Code (Title V, Sections 53200-53205). The purpose of the Faculty Senate,
according to that document, is to provide the faculty with a formal and effective procedure for participating
in the formation of district policies on academic and professional matters. (The Senate is charged with
viewing professional matters from the perspective of "educator" rather than "employee.")
The primary function of the Academic Senate is to serve as the elected representative of the faculty in
making recommendations to the administration and the Board of Trustees with respect to academic and
professional matters. (The Board establishes policy; the administration executes existing Board policy,
the Senate makes recommendations on changing or establishing new policy.)
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Thus the role of the Gavilan Academic Senate is to participate effectively in the formation of college policy
with respect to academic and professional matters. The Academic Senate has the following primary
responsibilities.
1. To provide the faculty with a formal voice in the initiation, development and evaluation of District
Educational Policy.
2. To present to the administration and Board of Trustees the written view and recommendations ofthe Senate and its committees regarding all academic and professional matters as curriculum,
faculty development and program review not covered in the Faculty Association contract.
3. To provide the full faculty with an open forum in which to express their views and
recommendations on academic and professional matters.
4. To appoint all faculty to college-wide standing and ad hoc committees (except committees of the
Faculty Association.)
5. ToappointadelegatetotheStateAcademicSenatewhowillforwardtothatbodylocal
facultyopiniononissuesofstate-wideconcern.
6. AcademicSenateStandingCommitteesinclude:
FacultyoftheYear
LearningCouncil(SharedwithInstructionandStudentServices)
Part-TimeCollegeofChoice(PTCOC)
VisionCommittee
RepresentativesfromtheAcademicSenateserveonthesecollegegroupsand
committees:
BudgetCommittee(providerepresentativestocollege-widecommittee) CurriculumCommittee(sub-committeeoftheSenate)
Faculty/StaffDevelopmentCommittee(sub-committeeoftheSenate)
Health,Safety,FacilitiesandGroundsCommittee(providerepresentativestocollege-
widecommittee)
InstitutionalEffectivenessCommittee(IEC)(providerepresentativestocollege-wide
committee)
LearningCouncil(sub-committeeoftheSenate)
PresidentsCouncil(providerepresentativestocollege-widecommittee)
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GENERALPARTICIPATORYGOVERNANCE Groupsidentifiedtoprovidedirectinput,
generaladvice,andrecommendationstotheCollege
COMMITTEEOR
GROUP
RESPONSIBILITY/MEMBERSHIIP STUDENT
PARTICIPATION
ENCOURAGED
VP
AREA
BudgetCommittee Representsfaculty,staffandadministrationatlargeby
providingforaforumandprocesstoinsurebroadbaseddiscussionofinstitutionalbudgetandfiscalmattersaffecting
thecollegeasawhole.Providesrecommendationstothe
Superintendent/President.
HowMembershipisDetermined:Faculty(2)representationis
providedbytheAcademicSenate;classifiedrepresentation
(2)isdeterminedbytheclassifiedexecutivecommittee
members,theManager/Supervisors/Confidentialsappoints
tworepresentatives;theAssociatedStudentsappointstwo
representatives;theVicePresidentofAdministrativeServices
servesatthecommitteechairperson.TheVicePresidentof
InstructionandVicePresidentofStudentServicesmayattendthemeetingsasresources.
Yes VPAA
Presidents
Council
Providesacentralizedmechanismforensuringthatdecision
makingstructuresarecharacterizedbyintegrity,
effectiveness,andcompliancewithappropriateregulatory
guidelines.AdvisesthePresident/Superintendentinmatters
thatmaybepresentedtotheBoardofTrustees.Evaluates
thegovernancestructureannuallyandmakes
recommendationstoadministratorsandconstituentgroups.
Howmembershipisdetermined:ThePresidentappointstwo
administratorstoserveonthiscommittee.OthermembersincludethePresidentandVicePresidentoftheAcademic
Senate,thePresidentandoneothermemberfromtheCSEA,
twopersonsfromtheManagers/supervisors/Confidentials
employeegroup,andtworepresentativesfromthe
AssociatedStudentBody(ASB).
Yes Pres.
Health,Safety,
Facilitiesand
Grounds
Committee
Thepurposeofthisstandingadvisorycommitteeistoadvise
theVicePresidentofAdministrativeServiceswhois
responsiblefortakingactiontoocomplywiththesafetyand
healthcommitteerequirementsoutlinedinCalOSHAs
regulationTitle8Section3203,CaliforniaCodeof
Regulations,toreviewandmakerecommendationsregarding
health/safety,facility,andgroundsissues,topromote
educationalprogramsrelatingtohealthandsafetyissuesfor
staffandstudents,andtoserveastheinitialscreeninglevel
forfacilityandgroundsimprovements,additions,and/or
changes.ThiscommitteeischairedbytheVicePresidentfor
AdministrativeServices.ThePresident/Superintendent
servesasanex-officiomember.
HowMembershipisDetermined:Thecommitteeiscomprise
oftwoclassifiedmembers,twofacultymembers,one
administratorappointee,oneAssociatedStudentappointee,
Yes VPAA
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theFacilitiesServicesManager,theCampusSecurity
Supervisor,theCoordinatorofStudentHealthServices,the
VicePresidentofAdministrativeServicesandtheJPA/NCCCP
CoordinatorofSafetyPrograms(non-voting).
District
TechnologyCommittee
RecommendsprioritiesforinitiativesintheTechnologyPlan
consistentwiththeobjectivesestablishedintheStrategicPlanandEducationalMasterPlanalongwiththeprojected
infrastructureneedsofthecampus,andtheinfrastructure
requirementsforexistingprograms.Recommendspolicyand
changestopolicyinvolvingtheuseoftheDistricts
informationtechnologyresources.Thisgroupischairedby
theV.P.ofAdministrativeServices.
HowMembershipisDetermined:Faculty,classifiedstaff,
managementrepresentatives,andstudentsareappointedby
theirconstituencygroups..Additionalmanagement
representativesfromtheareasareappointedbytheirVice
Presidents.
Yes VPAA
FacilitiesMaster
Planning
Committee
Yes VPAA
StrategicPlanning
Committee
Yes Pres.
ACADEMICMATTERS Thesegroupsorcommitteearesonotedbecausetheyparticipateinthe
10+1categoriesundertheAcademicSenate
COMMITTEE
ORGROUP
RESPONSIBILITY/MEMBERSHIIP STUDENT
PARTICIPATION
ENCOURAGED
VP
AREA
Academic
Senate
Representstheacademicstaffinmattersofanacademicand/or
professionalnature(10+1)andinthegeneralparticipatory
governanceprocess.TheAcademicSenatePresidentinteracts
regularlywiththeSuperintendent/President.ThePresidentand
VicePresidentserveonthePresidentsCouncil.Membersofthe
AcademicSenateareappointedtoothercommitteesintheshared
governanceprocess.
HowMembershipisDetermined:Elected/appointedbythefaculty.
Reportsare
encouraged
Pres.
Curriculum
Committee
UndertheauspicesoftheAcademicSenaterepresentsthefaculty
onmattersrelatedtoeducationalprogramsandcurriculum.The
committeeischairedbyamemberofthefacultyandinterfaces
withtheV.P.forInstructionwhoservesinanex-officiocapacity.
Theinstructionaldeansalsoserveonthiscommittee.
HowMembershipisDetermined:Academicmembersareelected
bythefaculty.ManagementmembersareappointedbytheV.P.
forInstruction.
Yes VPI
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Learning
Council
Studies,plans,coordinates,andsuggestsoperationalstrategiesto
improveStudentLearning.Thisgroupisasub-committeeofthe
AcademicSenatewithdualReportingrelationshipstotheVice
PresidentforInstructionandtheVicePresidentforStudent
Services.ThisgroupsalsoservesastheAdvisoryCommitteefor
ourcurrentTitleVgrant.
HowMembershipisDetermined:Membershipisopentoanyand
allemployeesatthecollegewhohaveaninterestinstudentlearningandstudentsuccess.
Yes VPI
FacultyStaff
Development
Committee
Reviewsapplicationssubmittedforprofessionaldevelopment
travelandconferencefundingforallemployees.Decideswhich
applicationswillbefunded.Reportstotheappropriate
ProfessionalDevelopmenHowMembershipisDetermined:Faculty
appointedbytheAcademicSenate,Classifiedstaffappointedby
theClassifiedSenate,ManagersappointedbytheManagement
Association,andoneVicePresidentappointedbythe
Superintendent/President.
No VPI
Institutional
Effectiveness
Committee
TheroleoftheIECcommitteeistofacilitateandstandardizethe
programreviewprocessrequiredbyAccreditationStandards,the
EducationCodeofCalifornia,Title5regulations,andBoardpolicy.
TheIECisadvisorytothePresident'sCouncilandBoardof
Trustees.Thecommitteeischairedbyamemberofthefaculty.
TheIECusesaself-studyreportprovidedbyeachprogramor
servicefollowedbyavalidationprocesstoaccomplishitspurpose.
Thefinalgoalofthisprocessistheimprovementofallprograms
andservicesatGavilanCollege.Theprimaryobjectiveofthe
processistoassurethequalityoftheeducationalprogramsat
GavilanCollegesothattheyreflectstudentneedsandencourage
studentsuccess.
HowMembershipisDetermined:Twomanagers(onewhoisthe
institutionalresearchersareappointedbytheV.P.forInstruction.
TwoCSEAemployeesareappointedbytheCSEAexecutiveboard.
TwoAdministratorsareappointedbythe
Superintendent/President(typicallythisincludestheV.P.for
instructionandaninstructionaldeanorassistantdean).Four
facultyareappointedbytheAcademicSenate.
Yes VPI
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OPERATIONALagroupthatmonitorsand/ormakesrecommendationsontheprocessesand
activitiesinvolvedintheday-to-dayoperationofthecollege
COMMITTEEOR
GROUP
RESPONSIBILITY/MEMBERSHIIP STUDENT
PARTICIPATION
ENCOURAGED
VP
AREA
Catalog
Committee
Responsibleforthedesign,layout,compositionandcontents
ofthecollegecatalog.ReportstoV.P.ofStudentServices.
HowMembershipisDetermined:AppointedbytheV.P.for
StudentServicestoincludetheinstructionaldivision
personnelandkeypersonnelinstudentserviceswho
implement,designandevaluatethecatalog.
Yes VPSS
Graduation
Committee
Providesplanningfortheannualcommencement
ceremonies.ThecommitteeischairedbytheV.P.of
StudentServices.
HowMembershipisDetermined:Membershipis
recommendedbytheVicePresidentofStudentServicesto
includekeystakeholdersfromthefollowinggroups:
associatedstudents,admissionsandrecords,thecollegebookstore,securityandfacilitiespersonnel,faculty(in
consultationwiththeacademicsenate),publicinformation,
mediaservices,andtheexecutiveassistanttotheV.P.S.S.
Yes VPSS
Professional
DevelopmentDay
Committee
ProvidesoversightfortheProfessionalDevelopment
programsofferedjustpriortothebeginningofeachlong
semester.Thisgroupidentifiestrainingneedsandassistsin
thedevelopmentandevaluationofin-servicetraining
strategiestomeetthoseneeds.Thiscommitteeischairedby
theVicePresidentforStudentServices.
.HowMembershipisDetermined:Facultyappointedbythe
AcademicSenate(4),ClassifiedstaffappointedbytheCESA
(4),Managers/Administators(4).
No VPSS
Schedule
Committee
Responsibleforthedesign,layout,compositionandcontents
ofthecollegescheduleofclasses.ReportstoV.P.ofStudent
Services.
HowMembershipisDetermined:AppointedbytheV.P.for
StudentServicestoincludetheinstructionaldivision
personnelandkeypersonnelinstudentserviceswhoare
implementandevaluatethescheduleofclasses.
Yes VPSS
WebHeads
Committee
Plans,coordinates,andoverseesimplementationof
technologyprojectsstartingwiththewebsite,theMyGav
portal,andBanner-relatedconsumerproject.Reportstothe
TechnologyCouncil.
HowMembershipisDetermined:Faculty,classifiedstaff,
managementrepresentatives,andstudentsareappointedby
theirconstituencygroups.Additionalmanagement
representativesfromtheareasareappointedbytheirVice
Presidents.
Yes VPAA
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Accreditation
Steering
Committee
Plans,implementsandmanagesthecollege-wide
accreditationself-study.Thiscommitteeisalsoresponsible
forfollow-upandtheformulationofthemid-termand
progressreports.ThiscommitteereportstotheExecutive
VicePresidentofInstruction.
HowMembershipisDetermined:Leadership-The
Superintendent/PresidentappointsanAccreditationSelf-
studyAdministrationCo-chair/AccreditationLiaison,theAcademicSenateappointstheFacultySelf-studyCo-chair.
CommitteeMembership.Othercommitteemembersare
appointedbythePresident/Superintendantinconsultation
withtheco-chairs.
Yes VPI
DepartmentChairs Thisgroupconsidersmattersrelatedtocourseofferingsand
student-centeredscheduling,sharesinformationfromthe
variousdepartmentmeetings,andrecommendsbudgets.
Thisgroupisalsoresponsibleforensuringthecompletion
andevaluationofprogramandstudentlevellearning
outcomes.ThisgroupsischairedbytheV.P.ofInstruction.
HowMembershipisDetermined:FacultyDepartmentChairs
arefull-timefacultymembersandarerecommendedtothe
appropriateDeanuponselectionbythefacultyinagiven
department.Theadministrativemembersofthisgroup
includeallinstructionaldeans.
No VPI
Presidents
Cabinet
Thisgroupmeetstodiscussadministrativedirectionformany
aspectsofthecollege.
Howmembershipisdetermined:Thisgroupincludesthe
President/Superintendent,andthethreeareavice
presidents.
No Pres.
Career&Technical
AdvisoryCommittees
Providecommunityinputforacademicprogramstoensure
thattheseprogramsaremeetinglocallabormarketneeds.Thecompletelistofthesecommitteesfollowsthistable.
HowMembershipisDetermined.Communitymembersare
solicitedandselectedbythecareertechprograms.
Yes VPI
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Career&TechnicalProgramAdvisoryCommittees
PROGRAMAREA COLLEGERESOURCEPERSONS
AdministrationofJustice DeanofCareerandTechnicalEducation
LeadAdministrationofJusticeInstructor
AlliedHealth DeanofCareerandTechnicalEducation
DirectorofAlliedHealth
Aviation DeanofCareerandTechnicalEducation
LeadAviationInstructor
Business,ComputerScience,DigitalMedia&
ComputerGraphics
DeanofCareerandTechnicalEducation
DepartmentChair
ChildDevelopmentandEducationalStudies DeanofCareerandTechnicalEducation
LeadChildDevelopmentInstructor
Director,ChildDevelopmentCenter
Cosmetology DeanofCareerandTechnicalEducation
LeadCosmetologyInstructor
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Regularly Scheduled Meetings
Meeting WeeklyBi-
MonthlyMonthly Day Time
Location(please verify with
meeting chair)
ACADEMIC SENATE 1st & 3rd Tuesday3:00 -4:30p.m.
MAYOCK HOUSE
ADMINISTRATIVECOUNCIL
2nd &4th
Tuesday9:00 -10:30a.m.
HRC 101
ASSOCIATEDSTUDENT BODY
(ASB)X Tuesday
9:45 -11:05a.m.
NORTH LOUNGE
BUDGET COMMITTEE MEETS EVERY OTHER MONTH - CHECK WITH COMMITTEE CHAIR
CABINET X Monday9:30 -11:30a.m.
PRESIDENT'SOFFICE
COUNSELORMEETINGS
2nd &4th
Thursday2:10 -4:00p.m.
VARIES
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Regularly Scheduled Meetings continued
CURRICULUMCOMMITTEE
2nd &4th
Monday2:15 -4:15p.m.
LS 104
DEAN'S COUNCIL 1st & 3rd Thursday 9:00 -10:30a.m.
VARIES
DEPARTMENTCHAIRS
1st & 3rd Monday2:30 -4:00p.m.
NORTH LOUNGE
DISTANCEEDUCATIONCOMMITTEE
2nd &4th
Monday2:00 -3:00p.m.
PB 11N
EQUAL
OPPORTUNITYADVISORY
MEETS BIANNUALLY - CHECK WITH COMMITTEE CHAIR
HEALTH &SAFETY/FAC. &
GROUNDS 3rd Wednesday
2:00 -3:15p.m.
HRC 101
INSTITUTIONALEFFECTIVENESS
1st & 3rd Friday2:15 -4:00p.m.
VARIES
MANAGERS 2nd Wednesday1:00 -2:30
p.m.
L 100
STAFF
DEVELOPMENTCOMMITTEE
(Faculty)
3rd Wednesday3:30 -5:00p.m.
HRC 101
STUDENT SERVICESCOUNCIL
1st & 3rd Monday1:00 -2:00p.m.
NORTH LOUNGE
TECHNOLOGYCOMMITTEE 2nd Thursday
1:15 -
2:30p.m.
HRC 101
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Shared Governance