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. Faculty Handbook - 35
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
I. Purpose: The primary purpose of the Admissions Committee is to review admissions 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.
II. 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 Enrollment Services and representative of the instructional areas of the college. Ex-officio members include: the Dean of Enrollment Services (who serves as chair and secretary for the committee), Dean of Students, Dean of Arts and Sciences, Dean of Technical Education, Dean of Health Sciences, Director of Advising and Testing.
III. 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. Members may not serve consecutive terms.
IV. Meetings: All meetings are called by the chairperson and are based on submission of admissions appeals.
7.3 ADN Admissions/Academic Standards Committee
I. Purpose: The major purpose of the ADN Admissions/Academic Standards Committee is to participate in the admissions process, to determine class membership, review academic and/or clinical problems and acts on student disciplinary matters to determine re-admission to and dismissal from the ADN program.
II. Membership: There are eight (8) members on this committee. The Director of Nursing Programs is an ex-officio member. Members of this committee are selected by the Director of Nursing Programs: four (4) members are selected from the ADN faculty, the nursing department retention specialist, and the nursing department success coordinator 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 advisor is selected to serve on the committee and is mutually agreed upon by the Director of Advising and Testing and the Director of Nursing Programs. 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.
III. Length of Membership Term: Indefinite - Reviewed annually.
IV. Officers: Chairperson - the Director of Nursing Programs serves as the chairperson.
V. Meetings: The chairperson will call Meetings during the semester.
7.4 Athletic Committee
I. 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.
II. Membership: There are four (4) faculty members, one (1) student representative and two (2) ex-officio members on the Athletic Committee. The athletic director appoints the faculty members. The athletic director selects the student representative. The President of the College and Athletic Director are ex-officio members.
III. 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.
IV. 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.
V. 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
- I. 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.
c. Assisting with establishment of maintenance and custodial standards and a system of evaluation.
II. 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 Business Affairs. Division leaders and workplace leaders who represent various buildings, departments and responsibilities are among the membership.
III. 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.
IV. Officers: Chairperson - the Director of the Physical Plant shall serve as chairperson.
V. Meetings: The committee generally meets each fall and, in the spring, to review maintenance requests. The chairperson may call special meetings when needed.
7.5.1. Campus Carry Committee
I. Purpose: Assist the SPC President in decisions related to Campus Carry
II. Membership: Vice President for Student Affairs, Chairperson, Executive Director of Administrative Services, Dean of the the Lubbock Downtown Center, Dean of Students, Director of Health and Wellness, Chief of Police, Executive Director of Marketing and Communications, Director of the Plainview Center, Executive Director of the Lubbock Career and Technology Center, Director of Kinesiology, Faculty Senate President, one administrative assistant from a vice president office, Student Government Association President, and one faculty member from each of the following areas: law enforcement, emergency medical services, government, education or reading, sciences (any area), paralegal studies, fine arts, nursing.
III. Length of Membership Term: TBD
IV. Officers: Chairperson – Vice President for Student Affairs
V. Meetings: Annually and as called.
7.6 Distance Education Committee
I. 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.
II. Membership: The Distance Education Committee is composed of the Dean of Dual Enrollment and Distance Education and Director of Institutional Research and Reports, Continuing and Distance Education Specialist, Dean of Enrollment Services or designee, Director of Instructional Technology, Instructional Designer, Dual Credit 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 Dual Enrollment and Distance Education and Director of Institutional Research and Reports.
III. Length of Membership Term: Faculty will serve a three (3) year term. Members may not serve consecutive terms.
IV. Officers: Co-Chairpersons - Dean of Dual Enrollment and Distance Education and Director of Institutional Research and Reports and Director of Instructional Technology; Secretary- designated by the co-chairpersons
V. Meetings: The Distance Education Committee meets once during the fall and spring semesters. The co-chairpersons may call special meetings when needed.
7.6.1. Strategic Enrollment Management Committee
I. Purpose: The Strategic Enrollment Management Committee coordinates the overall implementation of strategic enrollment management (SEM) retention plan for students at South Plains College. It provides leadership in identifying strategies to improve student success and coordinating current recruitment and retention 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 recruitment and student success. It is responsible for recommending policy development as it pertains to enrollment management activities of the college. The Committee shall report its findings and recommendations to the Executive Council and the President of the College.
II. Membership: The committee includes ex-officio members including the Dean of Enrollment Services, Director of Advising and Testing, Director of Institutional Effectiveness & Assessment, Dean of Arts and Sciences, Dean of Health Science, Dean of Technical Education, Dean of Dual Enrollment and Distance Education and Director of Institutional Research and Reports, Director of Financial Aid, Dean of the the Lubbock Downtown Center, Director of the Plainview Center, Executive Director of the Lubbock Career and Technical Center, Executive Director of Administrative Services, Director of Student Life, Coordinator of New Student Relations, Professional Advisor, Admissions Counselor, Title V Pathways Coordinator, Associate Dean of Students and Vice President for Student Affairs. Membership also includes at least one faculty representatives from each of the following instructional divisions: Arts and Sciences, Technical Education and Health Sciences. Student members (at least one from each campus location).
III. Length of Membership Term: For ex-officio members, the length of term is indefinite. Faculty members shall serve alternating three-year terms. Student members shall serve one-year terms.
IV. Officers: Chairperson - The Dean of Enrollment Services and the Director of Advising and Testing serve as the co-chairpersons.
V. Meetings: The committee meets at least twice during the fall and spring semesters. Special meetings may be called at other times by the chairperson.
7.7 Evaluation Committee
I. 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 ALL South Plains College faculty by their students. II. Membership: The Evaluation Committee is composed of departmental chairpersons, instructional deans, Faculty Senate President, Vice President for Academic Affairs. One (1) student representative serves on this committee and is selected by the Vice President for Academic Affairs.
III. Length of Membership Term: The length of term is indefinite.
IV. Officers: Chairperson – Vice President for Academic Affairs serves as the chair; Secretary - the chairperson will designate the recording secretary for committee minutes.
V. Meetings: Regular committee meetings will be at the beginning of each fall and spring semester. The chairperson may call special committee meetings.
7.8 Institutional Effectiveness Committee (IEC)
1. I. 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 accreditation requirements and standards.
2. II. 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 Dual Enrollment and Distance Education and Director of Institutional Research and Reports, the Dean of Health Sciences, Dean of the Lubbock Downtown Center, , Executive Director of the Lubbock Center, Director of the Plainview Center, the Director of Institutional Effectiveness and Assessment, and the President of the Faculty Senate are ex-officio members of the committee.
3. III. Length of Membership: All appointed members serve staggered four-year terms. Members may be appointed for consecutive terms.
4. IV. Officers: The Director of Institutional Effectiveness and Assessment serves as the 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. The Chairperson appoints the recorder.
5. V. Meetings: The IEC meets at least once in the fall and one time 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. With agreement from the Library Director and the committee members, terms may be extended in three-year intervals. 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 Communications Committee
1. Purpose: The Marketing and Communications Committee shall provide direction for the planning, implementation, and assessment of institutional goals, objectives and strategies that ensure the college of a stable marketing and communication plan. As an advisory body, it is responsible for policy development as it pertains to institutional marketing and communications activities of the college. It shall function as an information exchange network to facilitate decision-making and the effective coordination of marketing and communications 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 Sciences, Dean of Technical Education, Dean of Dual Enrollment and Distance Education and Director of Institutional Research and Reports, Executive Director of Marketing and Communications, Dean of Enrollment Services, Associate Dean of Students, Director of Advising and Testing, Director of Financial Aid, Dean of the Lubbock Downtown Center, Director of the Plainview Center, Executive Director of the Lubbock Career and Technical Center, Executive Director of Administrative Services, Director of Student Life. Membership also includes four (4) staff members from Marketing and Communications shall be appointed as members by the Executive Director of Marketing and Communications. Two (2) student representatives, one from the Levelland campus and one from the Lubbock 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 Executive Director of Marketing and Communications 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.
Faculty Handbook - 41
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 the Lubbock Downtown Center, Dean of Enrollment Services, Dean of Health Sciences, Dean of Dual Enrollment and Distance Education and Director of Institutional Research and Reports, Director of Human Resources, Director of College Literacy and Education, Director of Advising and Testing, Vice President for Academic Affairs, four faculty, one representative from classified personnel, one representative from maintenance/grounds/custodial staff, one representative from professional/non-faculty.
3. Length of Membership Term: The length of term of faculty members and staff shall be two years with staggered terms for continuity on the committee. Members may not serve consecutive terms.
4. Officers: Chairperson - the Vice President for Academic 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.
12. Registration Committee
0. Purpose: To review and evaluate registration processes and provide recommendations, as needed.
1. Membership: The Registration Committee is chaired by the Dean of Enrollment Services and its membership shall consist of the Dean of Technical Education, Director of the Business Office, Executive Director of Marketing and Communications, Director of Advising and Testing, Associate Dean of Information Services, Dean of Health Sciences, Director of Financial Aid, Dean of Arts and Sciences, Registrar, Dean of Dual Enrollment and Distance Education and Director of Institutional Research and Reports, Director of Information Services Customer Support, Dean of the Lubbock Downtown Center, Executive Director of the Lubbock Career and Technical Center and Director of the Plainview Center.
2. Length of Membership Term: None
3. Officers: Dean of Enrollment Services serves as chair of the committee and the Administrative Assistant to the Dean of Enrollment Services serves as secretary.
4. Meetings: The committee will meet once during each fall and spring semester. The chairperson may call special meetings when needed.
13. Safety and Health Committee
1. Purpose: The purpose of the Safety and Health Committee exists to ensure reduced risk to
a. To develop, monitor and promote a culture of safety, environmental health, and security consciousness throughout SPC.
b. To conduct evaluations of campus facilities, equipment, and operations in accordance with this manual and other standardized material as prescribed.
c. To provide written recommendations and suggestions for corrective action, related to safety and health, to the administration.
d. To assist in the investigation of campus accidents as needed and to utilize findings for further policy and procedure modifications.
e. To review and revise this manual annually. 1. Membership: The Safety and Health Committee is chaired by the Vice President for Student Affairs and its membership shall consist of the Vice President for Business Affairs, Vice President for Academic Affairs, Dean of Students, Dean of Health Sciences, Dean of Arts and Sciences, Dean of the Lubbock Downtown Center, Dean of Technical Education, Executive Director of Administrative Services, Associate Dean of Students, Executive Director of Marketing and Communications, Executive Director of the Lubbock Center, Director of Health and Wellness, Director of Campus Police, Director of Human Resources, Director of Physical Plant, Director of the Plainview Center, Director of Information Services, Disability Services Coordinator, selected members of the faculty, selected student representatives and appropriate consultants as necessary.
2. Length of Membership Term: The length of term is indefinite, with the exception of students who may serve up to two years, or the duration of time enrolled at SPC.
a. Officers: The Vice President for Student Affairs serves as Chairperson
b. 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.
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. Members may serve consecutive terms.
4. Officers: Chairperson - the chairperson is selected by the committee on an annual basis. Secretary - the secretary is selected by the committee membership at the first meeting each year.
Meetings: The committee will meet in January. The committee will also meet in April to finalize the selection of scholarship recipients. Additional meetings may be called at other times by the chairperson.
7.15 Student Success Advisory Committee
1. Purpose- The purpose of the Student Success Advisory Committee is to provide representation for each department system-wide to receive, transmit, and respond to reports of activities to support student academic success and 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-two (2) members on the committee include seventeen (17) faculty, three (3) ex-officio members and three (3) student representatives. The seventeen (17) faculty members represent each of the instructional departments. The faculty members are recommended by their respective department chairpersons. The three (3) ex-officio members: the director of the libraries, the director of the teaching and learning center, and the director of academic support services, select the student representative with one from each division (Arts and Sciences, Technical and Allied Health).
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 representatives serve a one (1) year term.
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 Business Affairs, Associate Dean of Information Services, Dean of Arts and Sciences, Dean of Technical Education, Dean of Students, Dean of Health Sciences, Dean of the Lubbock Downtown Center, Dean of Dual Enrollment and Distance Education and Director of Institutional Research and Reports, Director of Instructional Technology, Director of Libraries, Chairperson of the Business Administration and CIS Department, Executive Director of the Lubbock Center, the Director of the Plainview Center, 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 Associate Dean of Information Services 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 Executive Director of Marketing and Communications, Associate Dean of Information Services, 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.
5. Recorder: The recorder is appointed by the chairperson
6. 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.
