Northland Pioneer College 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 Policies of the District Governing Board, administration, faculty, staff and students work as a community to further the mission and goals of the College. Shared governance means a shared responsibility on the part of all college community members to contribute to decisions about the institutional mission and budget priorities. 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 the college, support decisions and leadership, improve the quality of decision‐making, and to constantly improve quality learning outcomes for the district. The procedure is designed to help achieve that aim by providing for a) review and input from constituents of the college and b) appropriate decision‐making authority of specified governance bodies. Shared governance is based upon:
- Collaboration, respect and trust
- Openness and transparency
- Participation and involvement
- Shared decision‐making responsibility*
- Communication and feedback
- Flexibility and nimbleness
- Regular assessment of the efficacy and collaborative nature of the shared governance policy
- The free expression of dissent or minority views which once expressed, do not impede the progress of consensus or the decision‐making process.
Shared decision‐making responsibility will take place at the broadest level of the college possible; however, shared decision‐making responsibility will be consistent with statutory responsibilities, laws and regulations, confidentiality, committee charters, job descriptions, and other considerations. Shared decision‐making responsibility also recognizes the college administration and District Governing Board are ultimately responsible for approving certain decisions advanced by this system of shared governance.
Implementation
The role of the District Governing Board and President are outlined in Policy 1210, which states: “The President shares responsibility for the total organization and administration of the college, with the Board, and has been delegated authority for administering the laws and policies governing the college. The Board authorizes the President to form such committees as the President deems necessary to assist in the operation of the college. Shared governance committees perform assigned duties and also provide a vehicle for submission of proposed changes. The shared governance process relating to the proposal review is described below and is the method for the college community to propose substantive changes or additions to existing policies or procedures.
Shared Governance will include the following bodies, as expanded upon below: the President (and executive designees), Leadership Council (LC), Strategic Planning and Accreditation Steering Committee (SPASC), Instructional Council (IC), Faculty Association (NPCFA), Classified and Administrative Staff Organization (CASO), Student Government Association (SGA), and their respective standing committees. The Leadership Council is the central shared governance committee for the college.
Leadership Council will post their meetings to the college as a whole, five weekdays prior to meeting, including an agenda and encourage open meeting attendance. LC may accept items referred by college employees and other committees of shared governance. LC may also refer items to other committees, subcommittees or task forces as established by those entities. LC has the ability to make recommendations to the president regarding changes in existing policies and procedures.
Proposed Recommendation Process
A recommendation is defined as a formal expression of opinion, voted on and passed by the majority of group membership. The President will respond to recommendations in a timely manner (within six weeks), accepting, declining or referring to another body (to promote the purpose of shared governance). Where appropriate, the President will forward recommendations to the District Governing Board after thorough review by the Executive Team. The President has the responsibility to initiate or delegate implementation of approved recommendations, and to notify the originating committee and the college of how the recommendation will be implemented by the institution.
The President will provide timely, regular updates on the status of committee recommendations to the college community via multiple communication strategies.
Component Bodies
Leadership Council (LC)
Purpose: To provide input and recommendations to the president on broad issues facing the college; to bring forward and evaluate ideas, concerns, and recommendations from other shared governance groups and their constituencies; to disseminate information between the president and vice presidents and the college community.
Membership: President (chair), vice presidents, academic deans, Director of Marketing and Public Relations, Director of Enrollment Services, Director of Student Services, Controller, Chief Human Resources Officer, Manager of Technical Services, Apache County Coordinator, Director of Facilities & Vehicles, Faculty Association President or designee, CASO President or designee, Instructional Council Chair or designee, SPASC Co-Chairs or designees, Director of Institutional Effectiveness, SGA President or designee.
Committee Service Length: Committee service is a function of employee/student position. Committee service length is therefore the duration of one’s time in the position.
Meetings
- LC shall establish regular monthly meetings throughout each academic year.
- A notice of meetings will be sent to each member at least five calendar days prior to the meeting.
- A quorum shall consist of a simple majority; no vote shall occur without a quorum though discussion may occur.
- If a LC member is unable to attend a meeting, s/he may appoint a proxy by notifying the Chair before the meeting. The proxy must represent the same college department or sub-unit as the LC member and be prepared to address all agenda items.
- Any organization or employee of the college 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. Proponents and opponents of the proposal or item should be invited to appear and present viewpoints.
Any employee of the institution may attend meetings without the ability to vote on matters before LC. College employee and student attendance is encouraged.
Strategic Planning and Accreditation Steering Committee
Purpose: To create and maintain a College Strategic Plan that provides the impetus for college action to meet the institutional vision and mission. The strategic plan shall be presented annually to the Governing Board through the College President for consideration and Board action. At the direction of the President, SPASC shall oversee implementation of strategic plan activities necessary to maintain good standing with The Higher Learning Commission and fulfill the college mission. SPASC shall create and maintain an ongoing strategic planning process that includes, but is not limited to, the following elements: foster teamwork through communication and coordination; maintain an active focus on the future with a commitment to continuous improvement and a strong customer service focus; consider what will be best for Northland Pioneer College in both the near and long term; and identify and clarify institutional issues. SPASC shall coordinate activities when appropriate with the Instructional Council to align institutional and learning priorities.
Membership – Appointed by the President: One staff member and one faculty member will serve as Co‐Chairs. Members will consist of four faculty members, preferably one from each division; four staff members, one from each of the following areas: one from Student Services, one from the Business Services; one from the Information Services; one at large; one dean; and one non-dean, D-level employee. The Vice President for Learning and Student Services serves as a non-voting member. The President and Director of Institutional Effectiveness are available as non-voting attendees as needed. The SPASC co-chairs shall provide the President’s office with a list of committee/subcommittee faculty and staff membership vacancies by April 1 of each academic year. The President’s office shall inform the Faculty Association and CASO presidents of these vacancies. The Faculty Association will recommend two individual faculty members for each faculty position; the President shall appoint from those recommendations. The Classified and Administrative Staff Organization (CASO) will recommend two staff members, in conjunction with supervisors of staff members, for each staff position; the President shall appoint from those recommendations. The Faculty Association and CASO recommendations will be forwarded to the President by May 15 of each year.
The SPASC co-chairs may annually identify and invite two additional non-voting members, one each from faculty and staff, to serve in the upcoming year. These non-voting members will act as proxies should voting members be unable to attend a given meeting.
Committee Service Length:
The length of service on SPASC is a three-year tenure. There will be an associate co-chair designated each year, alternating between a faculty and a staff member. A faculty member will be designated as associate co-chair on even numbered years; a staff member on odd numbered years. As a faculty member rotates off as SPASC co-chair, the faculty associate co-chair will then become co-chair. Likewise, when a staff member rotates out of co-chair position, the designated staff associate co-chair will then become chair. Associate co-chairs will be selected by SPASC from current committee members.
SPASC may create such standing sub‐committees and ad‐hoc task forces as it deems necessary to assist in fulfilling its responsibilities. These subcommittees and task forces shall make recommendations only to SPASC for its consideration and actions. The Strategic Planning and Accreditation Steering Committee shall make recommendations to the President.
Meetings:
- SPASC shall establish regular monthly meetings from August through May of each academic year. Given the mandated activities of SPASC, a summer meeting schedule may also be implemented.
- A notice of meetings will be sent to each member at least seven calendar days prior to the meeting.
- SPASC and its standing committees shall establish rules of procedures in accordance with Robert's Rules of Order.
- A quorum shall consist of a simple majority; no vote shall occur without a quorum though discussion may occur.
- If a SPASC member is unable to attend a meeting, s/he may appoint a proxy by notifying the Chair before the meeting. The proxy must be appropriate and prepared.
- Any organization or employee of the college may submit a proposal or an item to SPASC for consideration. Proponents and opponents of the proposal or item should be invited to appear and present arguments.
- Any employee of the institution may attend meetings without the ability to vote on matters before SPASC. College employee attendance is encouraged.
Instructional Council
Purpose: The Instructional Council addresses issues of curriculum, academic standards, and instruction for the College.
Membership: The Instructional Council (IC) will be composed of primarily faculty. IC will select its own voting chair and vice chair from among sitting, voting members of the committee. The IC chair will not serve as chair more than four consecutive years. The Vice President for Learning and Student Services will serve on IC as a non‐voting member. The composition of IC shall be: 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 (non‐voting members) include the Director of Enrollment Services, ACETS administrator, Director of Library Services, deans, and such other individuals as the Instructional Council may invite to participate.
In the event that an Instructional Council member cannot attend a meeting, a proxy may be designated by providing 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). IC and the Vice President for Learning and Student Services’ office will jointly make recommendations regarding curriculum and academic policy, when needed, to the President’s office. The President’s office shall then refer all appropriate items to the District Governing Board for approval. IC also has the charge to make recommendations to the President regarding changes in existing academic policies and procedures.
Committee Service Length: Appointments are for three years.
Meetings: Instructional Council meets twice monthly during the academic year.
Standing Subcommittees: The Standing committees of the Instructional Council will include Dual Enrollment, 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.
Dual Enrollment Subcommittee
The Dual Enrollment/NAVIT Subcommittee is required under Arizona Statute §15‐1821.01. Membership is appointed by the President. The Dual Enrollment Subcommittee reports to the President through the Instructional Council. Dual Enrollment at Northland Pioneer College shall include all high school related programs including NAVIT and Early College as well as standard Dual Enrollment.
Faculty Association
Purpose: The Faculty Association may address any matters of concern to faculty, with the exception of the specifically curricular, instruction, and academic standards function reserved for and governed through the Instructional Council.
Membership: Open to all faculty members.
Meetings: Meets once a month during the academic year and at other times at the discretion of the FA President with appropriate notice. At the final meeting in May elects a President, President‐Elect, Secretary, and Treasurer to begin service upon election and for the following academic year.
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 (1) a regular faculty member or (2) who serves at the President's will is a member of CASO.
Membership: A team of representatives comprised of a minimum of two delegates from each campus location and a minimum of one delegate to represent the center locations determines the organization's priorities and activities in concert with the President, Vice President, Treasurer, and Secretary. CASO will elect new officers (President, Vice President or President elect, Secretary, Treasurer, or Secretary-Treasurer) annually should vacancies emerge.
Meetings: Meets monthly during the academic year and at other times at the discretion of the CASO President with appropriate notice.
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: Twelve members from the four campuses and one from each 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.
College 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 college 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 college, or to update the college on matters of institutional significance. The President or designee will chair these activities. All employees of the college are encouraged to attend.
Meetings: Regularly, but at least quarterly, by the President or designee.
