Northland Pioneer College (NPC) embraces and supports the philosophy of shared governance. This procedure affirms the support of the NPC District Governing Board for the organization of an internal governance structure and appropriate standing committees.
Definition
Shared Governance is a collaborative model of decision-making. Under the District Governing Board’s Policies, administration, faculty, staff and students work as a community to further the mission and goals of NPC. Shared governance means a shared responsibility on the part of all NPC community members to contribute to institutional decisions. It requires informed participation and cooperative action by all stakeholders and an environment of transparency and trust.
Purpose
The purposes of shared governance are to actively promote and preserve a culture of collaboration and trust for the benefit of all constituencies of NPC, support decisions and leadership, improve the quality of decision‐making, and to continuously improve learning outcomes.
Shared decision‐making responsibility takes place at the broadest level of NPC possible; however, it must be consistent with statutory responsibilities, laws and regulations, confidentiality, committee charters, job descriptions, and other considerations. This procedure recognizes the NPC president is ultimately responsible for decisions based on recommendations that are advanced by this system of shared governance.
The foundations of shared governance include:
- Collaboration, civility, and trust
- Openness and transparency
- Engagement and inclusion of a diverse group of constituencies
- Communication and meaningful feedback processes that address benefits to students and NPC community
- Flexibility and responsiveness
- Annual assessment of the efficacy and collaborative nature of the shared governance procedures, practices, and groups
- The free expression of dissent or divergent views that once expressed do not impede the progress of consensus or the decision‐making process
Proposed Recommendation Process
A written memorandum from a shared governance group, detailing the recommendation, is sent to the president. The president and President’s Cabinet thoroughly review the recommendation. The president responds in writing to recommendations in a timely manner (within four weeks), accepting, declining, or referring to another group (to promote the purpose of shared governance). Response will be posted to Share Point where employees can review. Where appropriate, the president forwards recommendations to the District Governing Board after thorough review by the President’s Cabinet. The president has the responsibility to initiate or delegate implementation of approved recommendations and to notify the originating shared governance group and NPC of how the recommendation will be implemented.
The president provides timely, regular updates on the status of recommendations to the NPC community via multiple communication strategies, including, but not limited to All-NPC meeting, and email.
The role of the District Governing Board and president are outlined in Policy 1210 - President's Job Description. Shared governance groups provide a vehicle for submission of recommendations to the president.
Composition
Shared Governance includes the following groups, as expanded upon below: Leadership Council (LC), Instructional Council (IC), Faculty Association (FA), Classified and Administrative Staff Organization (CASO), Student Government Association (SGA), their respective standing committees, and other groups as assigned by Leadership Council.
The Leadership Council is the representative group for all shared governance groups in NPC.
Component Groups
Leadership Council (LC)
Purpose: To provide a process for two-way communication and discussion across shared governance groups; to provide input and recommendations to the president on broad, NPC-wide issues; to bring forward and evaluate ideas, concerns, and recommendations from the NPC community.
Scope:
- To create and maintain an integrated NPC Strategic Plan
- To create and implement a process that assures NPC operations that address both foreseen and unforeseen events
- To create and implement a process for ongoing review of procedures by their respective shared governance groups by designating a cross-representational group of NPC employees to serve on a review committee.
- To oversee all accreditation-related matters necessary to maintaining the institution’s good standing with its accrediting organization
- To ensure that data governance is addressed
- To conduct annual review and possible revision of Shared Governance Procedure 2125
Membership: Vice President for Learning and Student Services, Vice President for Administrative Services, Chief Information Officer, Director of Institutional Effectiveness, Chief Human Resources Officer, Deans, Director of Marketing and Public Relations, Director of Student Services, Director of Financial Aid, Director of Financial Services, Director of Library Services, Apache County Coordinator, Director of Facilities & Vehicles, Faculty Association President or designee, CASO President or designee, Instructional Council Chair or designee, Early NPC Coordinator, SGA President or designee. (Other members may be invited to participate ad hoc.)
The president of NPC serves in an ad hoc capacity; LC reserves the right to excuse the president from meetings to facilitate open discussion. The president may be excused by a simple majority vote.
In the event of any vote, nine names will be drawn randomly from among the voting members present (which includes the co-facilitators), and those members shall vote.
Subcommittees: LC establishes permanent or ad hoc/temporary subcommittees and task forces as needed. These groups will address specific issues within the purview of LC and shall take direction from and report to LC.
Meetings
LC meetings are open to NPC as a whole. LC will post a meeting invitation and agenda five business days prior to meeting. LC may accept agenda items referred by NPC employees and other committees of shared governance. LC shall establish regular monthly meetings throughout each academic year.
- Meetings that take place during the months when faculty are off-contract are reserved for discussion, planning, and ongoing work on established projects; no action shall be taken during these meetings.
- A quorum consists of a simple majority of voting membership; no vote shall occur without a quorum though discussion may occur.
- If an LC member is unable to attend a meeting, they may appoint a proxy by notifying the Convener before the meeting. The proxy should represent the same NPC department or sub-unit as the LC member and be prepared to address all agenda items.
- Facilitation of meetings rotates monthly among all members, as indicated by a master facilitation calendar that is updated and published annually. There are two designated facilitators for each meeting who guide a discussion of the topics laid out in the meeting agenda with the purpose of moving the LC toward action, as needed. The facilitators foster collaboration and teamwork, assure that all who wish to may speak, and manage conflict.
- Any organization or employee of NPC may submit a proposal or an item to LC for consideration. Whenever possible, proposers should route their proposals to LC through the appropriate shared governance group.
- Meetings are convened by the Assistant to the President (Convener), who establishes an annual, master facilitation calendar for facilitation and keeps and distributes meeting minutes.
- The facilitators and convener review items submitted for the agenda and determine the final agenda.
- A notice of meetings will be sent to all employees of NPC at least five business days prior to the meeting when possible. Meeting materials will be shared with all employees to allow anyone to decide whether they would like to attend. Any employee may attend meetings to present a viewpoint without the ability to vote on matters before LC. NPC employee and student attendance is encouraged.
Instructional Council
Purpose/Role in Shared Governance: The Instructional Council (IC) addresses issues of curriculum, academic standards, and instruction for NPC. IC has the charge to make recommendations to the president regarding changes to academic policies and procedures. The President’s Office shall then refer all appropriate items to the District Governing Board for approval.
Membership: IC is composed of primarily faculty. IC selects its own voting chair and vice chair from among sitting, voting members of the committee. The chair of IC will not serve as chair more than four consecutive years. The composition of IC is: two deans/academic division directors appointed by the Vice President for Learning and Student Services; nine faculty members appointed by the Faculty Association (two from Nursing and Allied Health; two from Career and Technical Education, two from Arts and Sciences; three from any division); and should an adjunct be available and willing to serve on IC an additional slot will be added. Advisory members include the Vice-President for Learning and Student Services, Administrative Assistant to the Instructional Council, Chair of Instructional Technology and Curriculum Support, Director of Student Services; Registrar; Curriculum Coordinator; Course Schedule and Records Specialist; one Academic Advisor, Director of Library Services, and the Chief Information Officer. In addition, the Instructional Council may invite individuals to serve in an ad hoc capacity as needed.
If an IC voting member cannot attend a meeting, that member must designate a proxy and provide the Chair of the Council with the individual's name at least five working days prior to the next scheduled meeting. The proxy should be a full-time Faculty member (preferably from the same division of the IC Member who they are representing).
Committee Service Length: Appointments are for three years.
Meetings: IC meets twice monthly during the academic year.
Standing Subcommittees: The Standing committees of the Instructional Council include Dual Enrollment (per ARS §15‐1821.01), Academic Standards, Learning Technologies, Professional Development, and Assessment of Student Knowledge (ASK). IC may create and disband such standing committees and ad hoc task forces as it deems necessary to assist in fulfilling its responsibilities.
Faculty Association
Purpose: The Faculty Association (FA) may address any matters of concern to faculty. For matters that relate to curricular, instructional, and academic standards governed through the Instructional Council, FA may provide input or advisement as is appropriate and reasonable.
Purpose in Associating 1) To represent the faculty of Northland Pioneer College (NPC) by voting upon resolutions to the administration, and presenting to the District Governing Board where appropriate, with respect to academic and professional matters, to promote the common welfare. 2) To appoint faculty representatives to serve on NPC committees in accordance with procedures developed within the Association itself. 3) To facilitate communication and active involvement among faculty in the College in ways detailed in, but not limited to, Shared Governance Procedure 2125. 4) To affirm the importance of academic freedom for all NPC faculty as outlined by the NPC Academic Freedom Policy number 1810.
FA represents the faculty as a whole in matters that impact procedures, contracts, NPC leadership, work climate, campus environments, and academic freedom. The FA is responsible for assigning membership on various NPC committees to ensure wide representation of faculty voice.
Membership: Open to all faculty members. Dues are collected, though not required for voting membership.
Meetings: Meets once a month during the academic year and at other times at the discretion of the FA President (or Co-President) with appropriate notice. At the final meeting in May the Faculty Association elects a President, Vice-President (or Co-Presidents with one being chosen as the Designated representative within shared governance groups), Recorder, and Treasurer to begin service upon election and for the following academic year. FA leadership meets monthly with the NPC president.
Classified and Administrative Staff Organization
Purpose: CASO may address any matters of concern to staff. Any full or part‐time contracted employee who is not a regular faculty member or represented by another shared governance group; are de-facto members of CASO.
Membership: A team of representatives comprised of 13 delegates, ideally with at least one delegate from each location. No location will have more than 3 delegates at any one time. Delegates determine the organization's priorities and activities in concert with the President, Vice President or President-Elect, Secretary, and Treasurer or Secretary/Treasurer. CASO will elect new officers as needed annually in May.
Meetings: Regular meetings of the organization will be scheduled every month with all members encouraged to attend and participate.
Student Government Association
Purpose: SGA represents all NPC students and advocates for issues that enhance their academic, social, and career development by facilitating communication among students and with administration, faculty, and staff.
Membership: At least twelve members including one student from each campus and center. A student is defined as anyone registered and enrolled for NPC classes. The Vice President for Learning and Student Services or designee advises SGA. The Student Government Association appoints students to committees as appropriate.
Meetings: Meets monthly during the academic year and at other times at the discretion of the SGA President with appropriate notice. At the first meeting of the academic year elects a President, Secretary, and Treasurer to begin service upon election.
NPC Community Communication
Purpose: The President or designee shall provide regular opportunities for all employees to participate in an open dialogue to facilitate internal communication and share concerns with the NPC administration. The President’s Office shall forward concerns to the appropriate shared governance group or administrator for review and consideration. The President may use these opportunities to discuss or introduce concepts or proposals for consideration by the NPC, or to update the NPC on matters of institutional significance. The President or designee will chair these activities. All employees of NPC are encouraged to attend.
Meetings: Regularly, but at least quarterly, by the President or designee.
Based on Policy #1210; Revised 12/07/2021
