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Olympic College Council Bylaws

Revised May 31, 2007

 

Guiding Principle

The shared governance model at Olympic College (OC) is based on the premise that ample opportunity will be provided to each individual and each constituency to make proposals and provide comments with respect to any proposals, including those for policy adoption, that have been suggested by other persons or constituencies.


Function

The College Council, as a representative body, is responsible for advising the President, Cabinet, and/or President’s Council on policy proposals that affect the overall institution and its members.

This role includes, but is not limited to, participation in the annual planning cycle which includes environmental and institutional assessment, strategic budget process, goal setting, and strategy formation.


I. Membership

The College Council will consist of the following elected members from the following constituencies.   
    A.  Faculty representation (4 members)
            i. One (1) full-time academic
            ii. One (1) full-time professional technical
            iii. One (1) part-time at large
            iv. One (1) full-time at large
    B. Administrative representation (4 members)  
            i. At least one representative from a satellite campus
            ii. Represent at least two different major areas on campus 
    C. Classified representation (4 members)
            i. Four (4) representing at least two major areas on campus
    D. Student representation (4 members)
            i. One (1) Associated Student of OC (ASOC) representative
            ii. One (1) at large representative from each campus (i.e., Bremerton, Poulsbo, Shelton) 
    E. Part Time (1 member)

In addition, the President will serve as an ex-officio member.


II. Eligibility and Elections

Membership will be open to full-time and part-time OC employees and students. 
    A.   Elections will be held for College Council members for the following year no later than Spring 
          Quarter.
    B.    Pre-election Procedure           
            i. The College Council President will announce the election process to the campus community
               and  call for nominations from each of the membership groups.
            ii. Interested nominees can submit their name via email to CollegeCouncil@olympic.edu.
            iii. Nominees will be announced via campus e-mail.
    C. Election Procedures
            i. College employees shall have three business days to submit their vote via campus e-mail.
    D. Post Election Procedures
            i. Nominees will be elected to positions based on descending order of votes received.
            ii. If any position remains open after the election, the College Council will take appropriate action to
                fill the position. 
            iii. Election results will be announced by campus e-mail

III. Terms of Service

    A.  Members may serve no more than two (2) consecutive terms
    B.  A full year of office will be from the last meeting of Spring Quarter to the end of Spring Quarter of the
          following year. 
    C.  If a new member is elected in the middle of a term, the member will fulfill the remaining term of the
          outgoing council member replaced.
    D.  Faculty representatives serve two (2) years.
    E.  Administrative/exempt representatives serve for two (2) years.
    F.  Classified representatives serve two (2) years.
    G.  Student representatives serve one (1) year.

IV. Member Responsibilities

    A. Members will attend regularly scheduled College Council meetings.
            i. Each member is responsible for notifying the Chair if unable to attend scheduled meetings.
            ii. In the event that a member is unable or unwilling to fulfill his or her responsibilities as an active
                member of the College Council, the Council may vote to replace that member, either temporarily 
                or through the end of the term of office.  The College Council will then take appropriate action to
                replace them with someone from their constituency groups.
    B. Members will review draft minutes and provide feedback within 3 days of receiving the draft.
    C. As representatives of their respective constituencies, members will consult with their colleagues to
            i. Report College Council actions
            ii. Represent all college employees at College Council meetings

V. Officers

Chair

    A. At the final Spring meeting, the chair will be elected for a one (1) year term by the College Council. The
        chair will serve for a one (1) year term and cannot succeed her/himself.  Chair responsibilities include:
            i. Convening and conducting College Council meetings in accordance with the by-laws,
            ii. Developing the agenda for each College Council meeting, and making provisions for its 
                distribution in accordance with the by-laws,
            iii. Finalizing draft minutes of College Council meetings for review by the College Council
                 members, 
            iv. Facilitating the work of College Council task forces and sub-committees,
            v. Facilitating the College Council’s communication with the campus community,
            vi. Meeting with the President on a regular basis to discuss College Council directions and 
                 activities,
            vii. Presenting College Council recommendations to the President, his Cabinet and/or President’s
                 Council,
            viii. Attending or arranging for a designated College Council member to attend one meeting of the
                   President’s Cabinet each month to report on College Council issues and activities,
            ix. Orienting the incoming chair, 
            x. Preparing the annual College Council report of activities as outgoing Chair.
            xi. Chair will remain a non-voting member for the year following their term of office

Vice Chair

    A. During the election process in the Spring, a vice chair will be elected for a one (1) year term by the
        College Council and will chair the College Council in the event of the chair’s absence or in the event
        the chair is unable to complete his or her term. 
    Duties of the Vice Chair include:
            xii. The vice chair will serve as the chair-elect and assume the position of the   College Council chair
                  the following year.
            xii. Facilitating the orientation of new College Council members.
            xiii. Serve as custodian and monitor for College Council email distribution groups 
                   (e.g., CollegeCouncil@olympic.edu).

Executive Secretary

The President’s Office will designate an executive secretary for the College Council who is a non-voting member.  Responsibilities of the executive secretary will include:
            xiv. Securing room locations for College Council meetings
            xv. Recording the meeting minutes to include:
                    1. A listing of members present and absent,
                    2. A detailed account of discussions and activities,
                    3. A section identifying issues under consideration, and College Council, President’s Cabinet
                        and President’s Council recommendations and action on issues, and the formation of 
                        issue-oriented task forces.
            xvi. Maintaining a current log on the status of all proposals brought before the College Council.
            xvii. Providing electronic copies of the above documents for 
                    1. Distribution to the campus community,
                    2. Maintenance of an archive file, and
                    3. The College Council Chair.
            xviii. Maintaining the College Council web pages.


 

VI. Meetings

    A. An agenda for each scheduled meeting will be prepared and posted on the “G” Drive under “College
        Council” at least three (3) business days in advance of the meeting.  Minutes of each general session
        will be prepared, distributed, and posted no later than ten (10) business days following their approval 
        by the College Council.
    B. General session
            i. College Council business will be transacted in open meetings during the academic year.
            ii. Meetings will be held a minimum of once a month, and will be conducted in accordance with
                Robert’s Rules of Order, Newly Revised, with the exception that the chair of the College Council
                can vote.
    C. Communications to and Appearance before the College Council 
         It is recommended that any persons who wish to communicate to the College Council or appear 
         before the College Council shall do so as follows:
            i. Any person who wishes to bring a matter to the attention of the College Council may do so by
               submitting such communication in writing to the College Council (see Appendix C).
                    1. The request shall be considered by the College Council not later than the next regular
                        meeting after the petition is received by the College Council. The College Council will follow
                        the guidelines in Appendix A and Appendix B when working on matters for consideration. 
            ii. Persons wishing to appear before the College Council or a committee of the College Council may
                request permission in writing, sent to the Secretary or Chair at least twenty-four hours before the
                meeting where circumstances permit, stating the nature of the request and the name(s) of the
                person(s) wishing to make an oral or written presentation.  The Secretary or Chair shall bring the
                request to the attention of the College Council.

VII. Quorum and Voting

Attendance of eight (8) members representing at least three (3) constituencies will constitute a quorum.  College Council decisions, motions and by-law revisions will be adopted by a majority of the members constituting the quorum.

VIII. Committees

    A. The College Council may form task forces representing different constituencies and functional areas
         as deemed necessary to resolve issues in accordance with established guidelines.
    B. Task forces may disband after recommendations are forwarded via the College Council to the
         President’s Cabinet and/or President’s Council for action.

IX. Annual Planning and Review  

    A.  At the beginning of the academic year the College Council will identify issues on which to focus and
         direct its actions for the coming year.
    B. At the beginning of the academic year the College Council will review and assess policies and
         procedures originated by the College Council.

X. Budget Development Process

The College Council will facilitate communication within the OC community concerning the OC strategic budget development process through various means such as:
    A. Communicating with members of the President’s Cabinet or Council to obtain current budget related
         information and to monitor budget development efforts for consistency with the OC Mission, 
         Strategic Initiatives and Goals and Plans
    B. Providing mechanisms for members of the college community to ask questions, raise concerns and
         comment on the budget process
    C. Relay feedback from the campus community to the President, his Cabinet and/or Council for
         consideration
    D. Review budget process guidelines and principles to ensure process is followed

XI. Amendment

The College Council by-laws can be amended by a majority vote of the College Council membership.

XII. Communications

The College Council will regularly disseminate reports of its activities to the campus community through various communications formats and modes, which may include:
    A. The Public Folder located in electronic mail, web-based communications,
    B. Posting hard copies on bulletin boards located in major circulation areas,
    C. Publications with campus-wide circulation
 

Appendix A

Issue and Policy Recommendation Process

To facilitate the Council's review of issues, the following guidelines will be used:

    I. Individuals or groups will complete a Request for College Council Consideration form (Appendix C)
       and submit it to a College Council.
    II. The Council will assess whether the request applies to the “function” of the College Council.
    III. The Council will define the issue further, and identify individuals for a sub-committee, if necessary. 
            A. The Council or sub-committee may request additional information or re-working of the proposal.
    IV. The Council chair will inform the campus community, the President's Cabinet and President’s 
          Council of emergence of the issue, individuals identified for participation in developing 
          a recommendation, and support/guidance that will be enlisted.
    V. The College Council or sub-committee will prepare interim/final recommendation using Task Force
         Guidelines for Developing College Council Recommendations (Appendix B).
    VI. A proposal will be presented to the full College Council for discussion and action.
            A. The Council will prepare and present a recommendation to the President's Cabinet.
    i. The President's Cabinet will review and act on the recommendation. 
    VII. The College Council will keep the individuals/groups appraised of actions taken through each step
          of the process.
    VIII. The College Council will inform the OC community of its action.
 

Appendix B

Guidelines for Developing College Council Recommendations


These guides are intended to facilitate the process by which issues brought to the College Council are considered and recommendations made.  The College Council or the sub-committee identified by the Council to develop a recommendation will:
    I. Describe the issue in thorough and succinct terms. 
            A. Briefly state the issue being considered. 
            B. Assemble background information (a history of the emergence of the issue) 
            C. Summarize reasons why it is appropriate to address the issue at the present time
    II. Identify the individuals whose perspectives are needed to resolve the issue, including
            A. Types of expertise needed 
            B. Groups or individuals who are impacted by the issue 
            C. Groups or individuals who might be involved in the implementation of a resolution 
            D. The OC or non-OC groups or individuals who may be appropriate consultants
    III. Outline the results of research on the issue. This may include, but not be limited to: 
            A. The range of different viewpoints on the issue 
            B. Questionnaires or surveys 
            C. Calculations 
            D. Applicable policies or law 
            E. Descriptions of operating models at OC and/or other campuses
    IV. Project immediate and long-range implications, as appropriate, of the proposed resolution 
            A. Benefits to the college community 
            B. Challenges to the college community 
            C. Cultural 
            D. Legal 
            E. Ethical 
    V. Describe interim action recommended (as deemed necessary) and final recommendations
    VI. State the rationale for the recommendations.
    VII. Proposed plan for recommendation immediate and/or final implementation to include but not be
          limited to: 
            A. Task breakdown 
            B. Task assignment 
            C. Time schedule 
            D. Appropriate policy enforcement mechanism 
            E. Cost analysis 
            F. Campus communication/broadcast structure
    VIII. Identify any unresolved concerns
    IX. Describe a plan for assessing the results of the implemented plan.
    X. Inform the individual/group who brought the issue forward of the steps taken, as they occur. 
    XI. Inform the OC College community of the results of the task force activities as appropriate.