Section 7.0 STANDING COMMITTEES

7.1 COMMITTEE DEFINITIONS AND RULES

7.1.1 General Definitions:

Standing Committee - A standing committee is a permanent committee with a defined purpose whose membership includes elected/selected persons and may include ex-officio persons. The establishment of standing committees must be approved by the president of the college and be listed in the Faculty Handbook.

Ad hoc Committee - An ad hoc committee is a temporary committee established to perform a given task or activity for a specified period of time. Membership is usually determined by the person or group originating the committee.

Ex-officio - Ex-officio refers to membership on a committee by virtue of position or office held.

7.1.2 . General Rules for Standing Committees

  1. A quorum shall be a simple majority of the voting membership. Official business may not be conducted without a quorum.
  2. Ex-officio members of committees shall be voting members unless otherwise stated.
  3. Members may send substitutes when personal attendance is not possible. Substitutes may participate in all aspects of the meeting with the exception of voting.
  4. If members consistently fail to attend scheduled meetings, the chairperson may institute measures to have them replaced.
  5. Elected/selected members who wish to resign from a committee should do so in writing to the chairperson.
  6. All meetings are open, and non-members are welcome to attend.
  7. The committee shall have a recording secretary who is responsible for recording, distributing and filing minutes of all meetings.

7.2 ADMISSIONS COMMITTEE

  1. Purpose: The primary purpose of the Admissions Committee is to review appeals from students who have been either academically suspended or who do not meet regular admissions standards. Upon review and/or personal interview, the committee determines acceptance or denial of the appeal based on majority vote.
  2. Membership: Since the primary purpose of the Admissions Committee is to review student appeals for admission, the committee shall be composed of both faculty and administrative personnel. The faculty is represented by four (4) individuals chosen by the Dean of Admissions and Records and representative of the instructional areas of the college. Additionally, the Student Government President for the current academic year serves on the committee. Ex-officio members include: the Dean of Admissions and Records (who serves as chair and secretary for the committee), Dean of Students, Dean of Arts and Sciences, Dean of Technical Education and Dean of Health Occupations.
  3. Length of Membership Term: The length of term for the faculty members is three (3) years, with staggered appointments so that one (1) new member is selected each year. Student representatives serve a one (1) year term and must be selected after the fall semester begins. Members may not serve consecutive terms.
  4. Meetings: All meetings are called by the chairperson and are based on submission of admissions appeals.

7.3 ADN ADMISSIONS/ACADEMIC STANDARDS COMMITTEE

  1. Purpose: The major purpose of the ADN Admissions/Academic Standards Committee is to participate in the admissions process, to determine class membership, reviews academic and/or clinical problems and acts on student disciplinary matters to determine re-admission to and dismissal from the ADN program.
  2. Membership: There are eight (8) members on this committee. The Dean of Health Occupations is an ex-officio member. Members of this committee are selected by the Dean of Health Occupations: four (4) members are selected from the ADN faculty, one (1) member is selected from the Biology Department, one (1) member is selected from the Arts and Sciences Division, and one (1) member is selected from the faculty at large. One (1) SPC counselor is selected to serve on the committee and is mutually agreed upon by the director of counseling and guidance and the dean of health occupations. The committee chairperson may request that the Vice President for Student Affairs appoint a representative from student services to serve in an advisory capacity in cases involving disciplinary action.
  3. Length of Membership Term: Indefinite - Reviewed annually.
  4. Officers: Chairperson - the Dean of Health Occupations serves as the chairperson.
  5. Meetings: Meetings during the semester will be called by the chairperson.

7.4 ATHLETIC COMMITTEE

  1. Purpose: The purpose of the Athletic Committee is to review and approve athletic scholarships, recruitment, and admission as proposed by the varsity coaches and athletic director.
  2. Membership: There are four (4) faculty members, one (1) student representative and two (2) ex-officio members on the Athletic Committee. The faculty members are appointed by the athletic director. The student representative is selected by the athletic director. The President of the College and Athletic Director are ex-officio members.
  3. Length of Membership Term: The length of term is four (4) years with one faculty member terminating service each year. The student representative serves a one (1) year term and must be selected after the fall semester begins. Members may not serve consecutive terms.
  4. Officers: Chairperson - this office is elected by the membership at the first meeting each fall; Secretary - this office is elected by the membership at the first meeting each fall.
  5. Meetings: The Athletic Committee meets at the beginning of each semester. Special meetings may be called at the request of the athletic director or the committee chairperson.

7.5 BUILDING AND GROUNDS COMMITTEE

  1. Purpose: The Building and Grounds Committee serves as an advisory body, a communications link for the Maintenance Department regarding the status of campus physical facilities and ensures that South Plains College is in compliance with the Texas Hazard Communication Act and Rules. This includes: a) providing a means for communicating to the maintenance department breakdowns, needs, problems, and differences regarding building/grounds maintenance, custodial status or hazardous situations; b) assisting with establishment of priorities for maintenance/custodial needs and dealing with hazardous situations campus wide; and c) assisting with establishment of maintenance and custodial standards and a system of evaluation.
  2. Membership: There are thirty-eight (38) members, including one (1) student representative, on this committee, all of whom are selected by the Vice President for Finance and Administration. Division leaders and work place leaders who represent various buildings, departments and responsibilities are among the membership.
  3. Length of Membership Term: The length of term is indefinite, and is generally adjusted as needed to cover all facilities on campus. The student representative serves a one (1) year term and must be selected after the fall semester begins.
  4. Officers: Chairperson - the Director of the Physical Plant shall serve as chairperson.
  5. Meetings: The committee generally meets each fall and in the spring to review maintenance requests. The chairperson may call special meetings when needed.

7.6 DISTANCE EDUCATION COMMITTEE

  1. Purpose: The Distance Education Committee serves as an advisory body to the Continuing and Distance Education and Instructional Technology departments. Its primary purpose is to consider policies, procedures and resources for distance education at South Plains College.
  2. Membership: The Distance Education Committee is composed of the Dean of Continuing and Distance Education, Continuing and Distance Education Specialist, Dean of Admissions and Records or designee, Director of Instructional Technology, Instructional Technology Specialist(s), Distance Education Network Coordinator, two (2) faculty that are involved in interactive television, two (2) faculty that are involved in web-based courses, and two (2) at large representatives to be chosen by the Dean of Continuing and Distance Education.
  3. Length of Membership Term: Faculty will serve a three (3) year term. Members may not serve consecutive terms.
  4. Officers: Co-Chairpersons - Dean of Continuing and Distance Education and Director of Instructional Technology; Secretary- designated by the co-chairpersons.
  5. Meetings: The Distance Education Committee meets once during the fall and spring semesters. The co-chairpersons may call special meetings when needed.

7.7 EVALUATION COMMITTEE

  1. Purpose: The major responsibility of the Evaluation Committee is to monitor the instructional evaluation process. Important considerations include the evaluation instrument, the timing of the evaluations, and the tabulation of results. Recommendations for modification of evaluation policies or design of the instrument are directed to the Vice President for Academic Affairs. This committee's responsibility for the evaluation process is limited to the instructional evaluation of South Plains College faculty (full-time and part-time) by their students.
  2. Membership: The Evaluation Committee is composed of departmental chairpersons, instructional deans, Vice President for Academic Affairs. One (1) student representative serves on this committee and is selected by the Vice President for Academic Affairs.
  3. Length of Membership Term: The length of term is indefinite.
  4. Officers: Chairperson – Vice President for Academic Affairs serves as the chair; Secretary - the chairperson will designate the recording secretary for committee minutes.
  5. Meetings: Regular committee meetings will be at the beginning of each fall and spring semester. Special committee meetings may be called by the chairperson.
7.8 INSTITUTIONAL EFFECTIVENESS COMMITTEE
  1. Purpose: The purpose of the Institutional Effectiveness Committee (IEC) is to advise, facilitate and monitor the program of institutional effectiveness at South Plains College. This committee is charged with the responsibility to assure the systematic integration of planning and assessment at all levels; to coordinate the collection, analysis and distribution of data useful for planning and decision-making; to develop and monitor outcome measures of institutional effectiveness; and to facilitate and monitor compliance with SACS/COC accreditation requirements and standards.
  2. Membership: The IEC is comprised of 24 appointed members with representation from instructional divisions (12 appointed members), academic and student support services (6 appointed members) and administrative support services (6 appointed members). Members are appointed to the IEC by the President of the College as recommended by the Administrative Council. The student representative is recommended by the Student Government Association and the Director of Student Life. The Vice President for Institutional Advancement, Vice President for Academic Affairs, Vice President for Student Affairs, The Dean of Arts and Sciences, the Dean of Technical Education, the Dean of Continuing and Distance Education, the Dean of Health Occupations, the Dean of SPC Reese Center, the Associate Dean of Research and Reports, the Director of Institutional Effectiveness and Assessment, and the President of the Faculty Senate are ex-officio members of the committee.
  3. Length of Membership Term: All appointed members serve staggered four-year terms. Members may be appointed for consecutive terms.
  4. Officers: The Chairperson is appointed by the President of the College for a two-year term. The chairperson may serve consecutive terms. The vice chairperson is selected by the membership of the committee for a two-year term. The vice chairperson works with the chairperson in coordinating committee projects and assignments. The recorder is appointed by the Chairperson.
  5. Meetings: The IEC meets at least two times in the fall and two times in the spring. The chairperson may call other meetings as needed.

7.9 LIBRARY COMMITTEE

  1. Purpose: The Library Committee studies, evaluates, and makes recommendations regarding library services, resources, and policies. This committee serves in an advisory capacity to the director of libraries.
  2. Membership: The Library Committee is composed of one (1) faculty representative from each instructional department chosen by the Departmental chairperson, one student representative chosen by Director of Libraries, one representative from the Reese library, and the Director of Libraries (ex-officio).
  3. Length of Membership Term: The length of term is three (3) years and members may not serve more than two consecutive terms. Membership terms are staggered so continuity can be maintained on the committee. The student representative serves a one (1) year term and must be selected in the spring for the following year.
  4. Officers: Chairperson - the chairperson is elected by the committee at the first meeting each academic year. The chairperson may serve more than one (1) term; Secretary - the secretary is selected by the chairperson.
  5. Meetings: The Library Committee meets at the beginning of each semester. The chairperson may also schedule special meetings as the need arises. An agenda will be prepared and minutes will be kept of each meeting. Copies will be distributed to committee members and the director of libraries.

7.10 MARKETING AND RECRUITMENT COMMITTEE

  1. Purpose: The Marketing and Recruitment Committee shall provide direction for the planning, implementation, and assessment of institutional goals, objectives and strategies that ensure the college of a stable and representative enrollment. As an advisory body, it is responsible for policy development as it pertains to institutional marketing and student recruitment activities of the college. It shall function as an information exchange network to facilitate decision-making and the effective coordination of marketing and recruitment activities. It shall report its findings and recommendations to the Executive Council and the President of the College.
  2. Membership: The committee includes fifteen (15) ex-officio members, including the Dean of Arts and Sciences, Dean of Health Occupations, Dean of Technical Education, Dean of Continuing and Distance Education, Associate Dean of College Relations, Dean of Admissions and Records, Associate Dean of Students, Director of Counseling and Guidance, Financial Aid Manager, Associate Dean of Research and Reports, Dean of the SPC Reese Center, Director of the SPC Plainview Center, Director of Student Business Services, Director of Student Life, and the Diversity Coordinator. Membership also includes four (4) faculty representatives from the Arts and Sciences Division, three (3) faculty from the Technical Education Division and three (3) faculty from the Health Occupations Division. Four (4) staff members from the College Relations and New Student Relations Offices shall be appointed as members by the Associate Dean of College Relations. Two (2) student representatives, one from the Levelland campus and one from the Reese Center shall be appointed by the committee chair based on recommendations from the committee membership.
  3. Length of Membership Term: For ex-officio members, the length of term is indefinite. Faculty members appointed to the committee shall serve alternating two-year terms. Student members shall serve one-year terms.
  4. Officers: The Associate Dean of College Relations serves as the chairperson. The recording secretary shall be appointed by the chairperson of the committee.
  5. Meetings: The committee meets at least once during the fall and spring semesters. Special meetings may be called at other times by the chairperson. Additionally, the chairperson of the committee along with the respective divisional dean and faculty representatives will meet at least once a year with the departmental chairpersons of that division for the purpose of exchanging information on committee activities and decisions, soliciting input, advice and concerns from the departmental chairpersons, and maintaining communication links with program faculty.

7.11 PROFESSIONAL DEVELOPMENT COMMITTEE

  1. Purpose: The Professional Development Committee serves as an advisory body, for the purposes of assessing, planning and reviewing professional development activities for the employees of South Plains College.
  2. Membership: Members of the committee are Dean of Arts and Sciences, Dean of Technical Education, Dean of Continuing and Distance Education, Director of Human Resources, four (4) faculty, one representative from classified personnel, one representative from maintenance/grounds/custodial staff, one representative from professional/non-faculty, and the Director of the Teaching and Learning Center.
  3. Length of Membership Term: The length of term of faculty members and staff shall be two (2) years with staggered terms for continuity on the committee. Members may not serve consecutive terms.
  4. Officers: Chairperson - the Vice President for Academics Affairs appoints the chairperson; Secretary - the chairperson will designate the secretary.
  5. Meetings: The committee will meet once during each fall and spring semester. The chairperson may call special meetings when needed.

7.12 RETENTION COMMITTEE

  1. Purpose: The Retention Committee coordinates the overall retention plan for students at South Plains College. It provides leadership in identifying strategies to improve student success and coordinating current initiatives, and developing new initiatives. By reviewing and analyzing college and other student success-related data, the committee develops and implements programs targeted to improve student success. It is responsible for recommending policy development as it pertains to enrollment management and retention activities of the college. The Committee shall report its findings and recommendations to the Executive Council and the President of the College.
  2. Membership: The committee includes ex-officio members including the Dean of Arts and Sciences, Dean of Health Occupations, Dean of Technical Education, Dean of Continuing and Distance Education, Vice President for Academic Affairs, Vice President for Student Affairs, Dean of Admissions and Records, Director of Development, Director of Guidance and Counseling, Coordinator of Multicultural Services, Associate Dean of Research and Reports, Dean of the SPC Reese Center, Controller, Director of Plainview Center, Director of the STAR Center, Director of Instructional Technology, the Nursing Success Coordinator and the Retention Specialist. Membership also includes faculty representatives from the following divisions: Arts and Sciences, Technical Education Division, Health Occupations, and Counseling.
  3. Length of Membership Term: For ex-officio members, the length of term is indefinite. Faculty members shall serve alternating two-year terms. Student members shall serve one-year terms.
  4. Officers: Chairperson - The Retention Specialist serves as the co-chairperson, and a faculty member serves as a co-chairperson.
  5. Meetings: The committee meets at least once during the fall and spring semesters. Special meetings may be called at other times by the chairperson.

7.13 SAFETY AND HEALTH COMMITTEE

  1. Purpose: The purpose of the Safety and Health Committee shall be to review issues concerning communicable disease, student and employee health, and safety concerns as they relate to South Plains College. The committee shall make health and safety recommendations to the administration regarding policy and procedure that support the educational mission of the college.
  2. Membership: The Safety and Health Committee is chaired by the Vice President for Student Affairs and its membership shall consist of the Dean of Students, Associate Dean of Students, Dean of the Reese Campus, Dean of Technical Education, Coordinator of Student Health and Wellness, Director of Campus Police, Director of Human Resources, Director of the Physical Plant, selected members of the faculty, selected student representatives and appropriate consultants as necessary.
  3. Length of Membership Term: The length of term is indefinite.
  4. Officers: The Vice President for Student Affairs serves as chairperson.
  5. Meetings: The chairperson will call meetings as needed.

7.14 SCHOLARSHIP COMMITTEE

  1. Purpose: The purpose of the Scholarship Committee is to serve as an objective body that reviews and ranks applicants for college-wide scholarships. The committee also serves in an advisory capacity to evaluate the scholarship selection process at the College and to recommend, as necessary, changes to the policy and procedures that govern the process. The committee also assists in establishing selection criteria for new scholarship programs, as needed.
  2. Membership: The committee consists of at least eighteen (18) faculty members who are appointed to at-large positions, the Scholarship Coordinator and the Director of Development. Faculty membership is representative of the instructional departments of the College and the location of programs. Recommendations for additional faculty membership are submitted by departmental chairpersons to the Scholarship Coordinator who selects members as required for the evaluation of scholarship applications.
  3. Length of Membership: Members of the Scholarship Committee are appointed to three-year terms on a staggered basis (6-6-6). Members may not serve consecutive terms.
  4. Officers: Chairperson - the chairperson is selected by the committee on an annual basis. The chairperson may serve more than one year; Secretary - the secretary is selected by the committee membership at the first meeting each year.
  5. Meetings: The committee will meet in August and March. The committee will also meet in April to finalize the selection of scholarship recipients. Special meetings may be called at other times by the chairperson.

7.15 STUDENT ASSISTANCE ADVISORY COMMITTEE

  1. Purpose: The purpose of the Student Assistance Advisory Committee is to provide representation for each department system-wide to receive, transmit, and respond to reports of activities in student services and to advise professionals in student services as to how best meet and serve the current and anticipated needs of the SPC community (students, faculty, etc.). In that regard , the purpose of the committee is ongoing.
  2. Membership: The twenty-one (21) members on the committee include sixteen (16) faculty, four (4) ex-officio members and one (1) student representative. The sixteen (16) faculty members represent each of the instructional departments. The faculty members are recommended by their respective department chairpersons. The four (4) ex-officio members, the Director of the Teaching and Learning Center, Director of Guidance and Counseling, and Disability Services Coordinator, select a student representative.
  3. Length of Membership Term: The faculty members on the Committee serve a three (3) year term and may be recommended to serve successive terms. The student representative serves a one (1) year term and must be selected after the fall semester begins.
  4. Officers: Chairperson - the chairperson is elected annually at the first meeting of the committee.
  5. Meetings: The committee will meet prior to the fall and spring semesters. Special meetings may be called by the chairperson when needed.

7.16 TECHNOLOGY COMMITTEE

  1. Purpose - The Technology Committee serves as an advisory body. Its primary purpose is to establish priorities for a technology infrastructure, which will assist SPC in achieving its mission. The committee will issue recommendations to the administration and maintain the South Plains College Technology Plan.
  2. Membership: The membership includes: Vice President for Academic Affairs, Vice President for Finance and Administration, Associate Dean of Information Technology, Dean of Arts and Sciences, Dean of Technical Education, Dean of Health Occupations, Dean of Continuing and Distance Education, Director of Instructional Technology, Director of Libraries, Chairperson of The Business Administration and CIS Department, the Associate Dean of Research and Reports, and two faculty members.
  3. Length of Membership Term: The length of term is indefinite and is adjusted as personnel changes occur on campus.
  4. Officers: Chairperson - the Vice President for Academic Affairs serves as the chairperson; Secretary - the chairperson will designate the secretary.
  5. Meetings: The committee will meet during the fall and spring semesters. The chairperson may call special meetings when needed.

7.17  WEBSITE ADVISORY COMMITTEE

  1. Purpose: The purpose of the Website Advisory Committee is to advise, monitor and coordinate the continued development and maintenance of the South Plains College website, including its structure, design, content, policies and procedures. This committee is charged with the responsibility to study, review and recommend best practices in web content and design; to promote author/user collaboration and support for this important resource by coordinating web-related activities; to assist in evaluating the effectiveness and performance of the website and to recommend appropriate improvements as needed; to facilitate and monitor compliance with college policies and procedures pertaining to the website; and to assist in creating an engaging, useful and user-friendly site.
  2. Membership: The Website Advisory Committee is comprised of 18 appointed members with representation from instructional, student services and administrative support areas of the college, one student representative and four ex-officio members for a total of 23 members. Members are appointed to the Website Advisory Committee by the President of the College as recommended by the Administrative Council. The student representative is recommended by the Student Government Association and the Director of Student Life. The Associate Dean of College Relations, Associate Dean of Information Technology, Director of Instructional Technology and the Web Content Coordinator are ex-officio members of the committee.
  3. Length of Membership: All appointed members serve staggered four-year terms.  Members may be appointed for consecutive terms.
  4. Officers: Chairperson: The Web Content Coordinator shall serve as committee chairperson. Vice Chairperson: The vice chairperson is selected by the membership of the committee for a two-year term. The vice chairperson works with the chairperson in coordinating committee projects and assignments. Recorder: The recorder is appointed by the chairperson
  5. Meetings: The Web Advisory Committee meets at least two times in the fall and two times in the spring. The chairperson may call other meetings as needed.

 


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