Progress Report of the AIC on Campus Council

Constituency Roles and Governance

April 11, 2003

1 . Summary of the original problem:

In response to a recommendation in the 1994 accreditation

report, a representative governance body called the Campus

Council was created with its own Charter and By-Laws . All

campus constituencies were represented on the Faculty Senate

sponsored committee that recommended the establishment of

this Campus Council and the Faculty Senate and Administration

subsequently gave their approval to the Campus Council.

Per its Charter, the Campus Council "shall function as the

recommending and advisory body of the college in matters

relating to the priorities of the college ." "Priorities" is

defined in the Charter as "establishing preferences, for the

direction of the college, especially in regard to budget

planning and resource allocation.

The Evaluation Report of the Accrediting Commission for

Community and Junior Colleges dated January 19, 2001

commended the college for "organizing the Campus Council" but

noted that the college needed to "define the roles of all

constituencies in governance ." Also, the report mentions

that the role of faculty in governance has been contentious:

"Some on the Faculty Senate view their roles as guardian of

academic issues to include personnel, budget and planning

decisions

. This view is in conflict with the representational

organization of the Campus Council ."

The Evaluation report made the following recommendations:

1)

"The team recommends that the college clearly define the

role of all constituencies on the Campus Council.

(Standards 10B .8, 10B .9, 10B .10)"

2)

"The team recommends that the college develop and

implement a written policy which articulates a decision

making process which includes persons who will be

affected by the decisions and clearly states the role

and participation of faculty, support staff, and

students on College governing, policy making, planning,

staff budgeting and special purpose bodies ."

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Applicable Standards

Standard 10B .8 states

: "The institution has a written policy

which identifies appropriate institutional support for

faculty participation in governance and delineates the

participation of faculty on appropriate policy, planning, and

special purpose bodies ."

Standard 10B

.9 states

: "The institution clearly states and

publicizes the role of staff in institutional governance

."

Standard 10B

.10 states

: "The institution clearly states and

publicizes the role of students in institutional governance

."

2.

Present status of the problem:

Both the Faculty Senate and The Campus Council have approved

a Shared Governance Policy and a set of Shared Governance

Principles

. These policy and principles now await approval

from the Provost

. The policy and principles of shared

governance once approved by the Provost will address the

visiting team's main recommendation, namely that Leeward

Community College establish a written Shared Governance

Policy

. The committee also has revised its report on the

relationship between the Campus Council Constituencies and

the Faculty Senate.

3.

Proposal of a solution:

Once the Shared Governance Policy is approved by the Provost,

it will be necessary for the college to publicize the policy

to insure that all constituencies and decision makers

throughout the college know that the policy exists,

understand the policy and practice the policy.

Shared governance can only become a reality when individuals

both understand the decision-making processes and engage

themselves in those processes in a creative, meaningful, and

collegial manner

. The ultimate success of the policies and

principles of shared governance and their beneficial effect

on campus morale and indeed campus decision making itself

needs to be assessed in a systematic manner.

The college must put in place the resources to assure that

the policy is well known and widely practiced

.

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4. Review of the campus community:

The Committee after a lengthy discussion and review process

during the 2002-2003 school year revised the Shared

Governance Policy and Principles of Shared Governance and

revised the report on the relationship between the Campus

Council and the Faculty Senate . On November 27, 2002 the

Faculty Senate reviewed and approved of the Shared Governance

Policy, the Principles of Shared Governance and the Report on

the relationship between the Faculty Senate and the Campus

Council . On March 6, 2003 the Campus Council reviewed and

approved of the same Shared Governance Policy, Principles of

Shared Governance and draft report.

5. Shift from plan to implementation:

During the 2003-2004 school year the committee recommends the

college establish a committee or persons in charge of

promoting and assessing the Shared Governance Policy

. The

three key questions that must be addressed are : How does the

college promote and practice shared governance? How do we

know that? And how could we do it better?

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3-18-2003

The Shared Governance Policy of Leeward Community College

1.

Any individual or group of individuals on campus has the right to provide their

views on any issue important to them

. The college shall educate the faculty and

staff of this right and provide opportunities for faculty and staff to provide input.

2.

Administrators shall demonstrate a willingness to incorporate a large amount of

faculty and staff input into decision-making especially relating to academic

policies, academic procedures, and financial and budgetary matters.

3.

Administrators and other decision makers shall provide reasons for decisions that

are contrary to the wishes of constituency groups and other recommending bodies.

The Principles of Shared Governance at Leeward Community College

The Provost and

1.

the administration and all campus constituency leaders and

representatives shall adhere to the shared governance policy.

2.

The college should provide on-going education regarding the agreed upon shared

governance policy.

3.

The administration must solicit and consider Faculty Senate input before

decisions are made that have a direct impact on the academic policy, the academic

curriculum or the academic procedures of the college.

4.

A team approach to planning and problem solving should be employed.

5.

Committee members and constituency representatives are responsible for keeping

the people they represent informed.

6.

Committee members on administrative and campus wide committees should be

selected or nominated by the groups they represent or at least chosen from lists

submitted by elected leaders of those groups.

7.

Decision-makers should communicate their actions and decisions with reasons

appropriate to those decisions to those directly affected by the decision.

8.

The Campus Council and Faculty Senate's recommendations on budgetary

priorities should be given heavy weight in administrative decisions relating to

those matters .

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General Comments about the meaning of words used in the Shared Governance

Policy and the Principles of Shared Governance

I.

Definitions:

1. Governance is the act of decision-making.

2. Shared governance is the act of collegial decision-making.

3.

Collegial decision-making is the process of enabling constituencies, through

consultation, to participate in giving input to affect decisions made at Leeward

Community College.

H.

Clarifications:

1.

Shared Governance does not take away the authority invested in decision-makers

to make decisions.

2. Collective Bargaining is a form of shared governance. Unions and Management

negotiate to establish working conditions and salaries.

3.

Shared Governance dictates that individuals will have an opportunity to

participate in decision-making . Individuals may participate by voicing opinions,

voting, making recommendations, investigating, writing reports, evaluating

leaders, serving as consultants, leading forums, attending forums, serving on

senates and councils and committees . This is not an exclusive list.

4. Committees, senates, councils, divisions and constituency groups are a mainstay

of shared governance

. These groups are empowered by shared governance to

make formal recommendations on issues before them.

The Shared Governance Policy and the Principles of Shared

Governance were approved by the following:

The Faculty Senate of Leeward Community College on November 27, 2002

By James Goodman, Faculty Senate Chair

The Campus Council of Leeward Community College on March 6, 2003

By Manuel Cabral, Chair of the Campus Council

The Provost of Leeward Community College on

Mark Silliman, Provost of Leeward Community College

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Report on the Relationship of the Faculty Senate to the Campus Council

and a description of Campus Council Constituencies

April 01, 2003

Shared Governance and Shared Leadership Differentiated:

The Faculty Senate and the Campus Council facilitate shared governance not shared

leadership

. Shared leadership is the act of decision-making and is carried on by those

authorized to make decisions

. Many leadership decisions are embedded in various

positions of authority throughout the college

. Shared governance is the process by which

leaders and decision makers exchange ideas with those affected by decisions

. Through

the Campus Council and the Faculty Senate input is provide primarily to the Provost in

regards to recommending college policies, priorities and procedures to the Provost

. The

entire college however is committed to a shared governance policy and all embedded

leaders are to consider the policy in their areas of decision-making

. This report focuses

on the faculty Senate and the Campus Council and the constituencies they serve.

The Faculty Senate Overview:

The Board of Regents chartered the Faculty Senate to be the primary voice of faculty in

the academic governance of the college

. All faculty with Board of Regent's

appointments are eligible to serve on the Faculty Senate

. The faculty elects twenty-one

members at large with half of the Senate elected each year

. The Faculty Senate also

allows two nonvoting guests to participate but not vote at its meetings - one representing

Lecturers, who are ineligible to serve on the Senate and another representing students

who are also ineligible to serve on the Faculty Senate.

The Faculty Senate is the chief academic policy recommending and advisory body of the

Faculty

. It remains the primary vehicle for maintaining and developing the curriculum of

the college and advising the Provost on academic policies, The Faculty Senate is also

charged with conveying to the Provost a unique faculty view on budgetary matters,

planning issues, financial expenditures and campus priorities.

The Faculty Senate elects its own leadership and these leaders represent the Faculty on

broad based system policy recommending bodies such as the All Campus Faculty Senate

Chair, which brings together the many Senate chairs from across the system

. In addition

to providing its own input to the Provost, Chancellor of Community Colleges, President

of the University of Hawaii or Board of Regents of the University of Hawaii, the Faculty

Senate is also one of the constituency groups represented on the Campus Council.

The Campus Council Overview:

The Faculty Senate, the administration and all other identifiable campus interest groups

established the Campus Council in 1995

. The Campus Council is a constituency advisory

group whose twenty-one members represent all organized constituencies on campus

.

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The Campus Council functions as a recommending and advisory body of the college

especially in matters relating to the budgetary priorities of the college

. The primary

purposes of the Campus Council are make recommendations in matters relating to budget

planning and resource allocation and to allow for all campus constituencies an

opportunity to provide input and report back to their constituencies . Unlike the Faculty

Senate, the campus council does not involve itself in matters relating to curricular

development or academic policy except insofar as these raise substantial budgetary

issues.

The Campus Council members have the responsibility of insuring that the flow of

information upon which priority or preference decisions are made includes the input and

the feedback of the constituencies they represent

. Through the Campus Council all

constituencies on campus are given a chance to provide input and have their input passed

on to the Provost.

The Campus Council and Faculty Senate Compared:

Membership:

The Faculty Senate has twenty-one members, all of whom are elected at large by the

faculty

. The Campus Council has twenty-one members

; one is drawn at lot from faculty

volunteers and twenty represent specific constituencies at Leeward Community College.

Authority:

The Faculty Senate is authorized by the Board of Regents to be the voice of the Faculty at

Leeward Community College

. The Campus Council is authorized by the Faculty Senate,

the Provost and the constituencies of the college to allow all campus constituencies a

voice in the governance of the college and especially in budgetary matters relating to the

college.

The Joint Executive Committees of the Faculty Senate and the Campus

Council:

The Campus Council and Faculty Senate each have an executive committee

. The Faculty

Senate Executive Committee consists of three people

: the Chair, the Vice-Chair and the

Secretary

. The Campus Council Executive Committee also consists of three people : the

Chair and two Vice-Chairs

. These two executive committees meet as the Joint Executive

Committee to insure better communication between the Campus Council and the Faculty

Senate.

Charters and Amendments or Changes of Charters:

The Campus Council and Faculty Senate each have a charter

. The Faculty Senate

Charter can only be changed with the approval of the Board of Regents

. The Campus

Council may make changes to its own Charter.

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Dissolution:

The Board of Regents may dissolve the Faculty Senate

. The Campus Council may be

dissolved by a majority vote of its members, a majority vote of the Faculty Senate and

finally by approval by the Provost.

Advisory Role:

The Faculty Senate is the voice of the faculty on matters of curriculum, academic policy,

budgetary overview and any other issue that it chooses to address

. It is the official voice

of the Faculty

. The Campus Council's is the voice of campus constituencies, including

not only faculty but also administration and numerous other constituencies that are listed

and described below

. The Campus Council is not intended or charged by its Charter to

advise on curriculum issues

. The Campus Council is charged to provide constituency

input on issues before the college and especially on budgetary priorities.

Extent of its Advisory Role:

The Faculty Senate represents Leeward Community College on many matters and issues

beyond the campus level

. The Campus Council functions only as an advisory body on

issues at the college and especially on budgetary matters on campus.

Campus Council Constituencies:

The Campus Council has twenty-one members

: ten represent faculty constituency groups,

seven represent administration, one represents students, one represents members of the

Administrative, Professional and Technical employees, one represents the clerical staff

and one represents the academic support personnel.

Administration Representatives on the Campus Council:

1. The Provost - Nonvoting

2. Dean of Instruction

3. Dean of Students

4. Drector

i

of Administrative Services

5.

Director of the Office of Continuing Education

6.

Director of Leeward Community College - Waianae

7.

Director of Operations and Maintenance

Faculty Representatives on the Campus Council

8.

Faculty Senate Chair

9.

Chair of Student Services

10.

Chair of Arts and Humanities

11. Chair of Social Science

12.

Chair of Business Education

13.

Chair of Language Arts

14.

Chair of Vocational Technology

15.

Chair of Math and Science

16.

Lecturer Group Representative

17.Faculty

at Large - Chosen by lot from faculty who volunteer

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Student and Staff Representatives on the Campus Council

18.Academic Support Group Designate

19.Administrative, Professional and Technical Designate

20. Clerical Staff Council Designate

21. Student Government Representative

Student Government

The Board of Regents chartered The Associates Students of the University of Hawaii at

Leeward Community College (ASUH-LCC) to be the primary voice of students in

matters of student interest

. All credit students of Leeward Community College are

members of ASUH-LCC . Students elect their own leaders, including a President, Vice-

President, Secretary and Treasurer as well as a Senate with up to fourteen members.

Student Government has one representative on the Campus Council.

The Clerical Staff Council

The Clerical Staff Council has been organized since 1975. It is one of the oldest staff

constituency groups on campus . All clerical staff at the college are eligible to join the

Clerical Staff Council . The purpose of the Clerical Staff Council is to promote and

improve communication and mutual understanding among the clerical staff, faculty, staff,

students, administration and the community

. The Clerical Staff Council has one member

on the Campus Council.

The Administrative, Professional and Technical Group

The members of the Administrative, Professional and Technical (APT) classification

established the APT Group in 1994 to provide input and advice on campus priorities and

to provide a forum for its members to exchange ideas . The groups objectives are : to

exchange information relevant to its members, to address their concerns, to participate in

Campus Council deliberations and other decision making committees and to provide an

interpersonal networking environment for all APT `s

. The APT Group is composed of

members with unique and diverse skills working in partnership with the campus and the

community in a wide variety of roles, such as

: lab managers, education specialists,

student services specialists, media specialists, theatre personnel, human resources staff

and fiscal officers. The APT Group has one member on the Campus Council . During the

2001-2002 school year there were thirty-four members in this group.

The Operations & Maintenance Group

The Operations and Maintenance Staff Development Group has been meeting since Fall

1999 to discuss staff development needs and issues . This group is in the process of

transitioning into a formal Operations and Maintenance group . The 0 & M membership

serves the college in a wide variety of roles such as : security workers, maintenance

workers, grounds keepers and janitors

. The 0 & M Group has one member on the

Campus Council .

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The Division Chairs

The seven instructional divisions at Leeward Community College each have a Chair.

Each of the chairs serve as both elected leader of the faculty of their division as well as

the constituency representative of their respective divisions on the Campus Council.

The election and appointment of Division Chairs is one of the clearest examples of

successful shared governance at Leeward Community College since it illustrates the

delicate interaction of input to administration, i

.e., election results, and administrations

willingness to listen to and implement that input when the division's choice is named

Chair. The Division Chairs, in addition to teaching some classes, coordinate the teaching

assignments, schedules, and workload of the faculty in their respective divisions . The

Chairs also oversee the budget, the equipment, and the personnel of their respective

divisions.

The Lecturer Group

The Leeward Community College Lecturer Group organized in 1998 . Lecturers, also

known as adjunct faculty, are teachers who teach on soft money and do not, as do full-

time and half time faculty, have Board of Regents appointments . The Lecturer Group is

diverse and includes those who teach as few as one section to those who may teach as

many as five sections. There are approximately 60 lecturers hired each semester at

Leeward Community College. This group is organized to bring concerns germane to

lecturers to the attention of the college. They have solved numerous issues over the past

few years. The lecturers of the college elect a voting member to the Campus Council and

a nonvoting member to the Faculty Senate.

The Academic Support Personnel

The Academic Support staff includes the college staff that work in the Library, in the

Media Center, in the Staff Development Office, in the Assessment Office, in the

Computer Center, in the Learning Resource Center, in Electronic Repair, in Duplicating

Services, in Graphics, in Video Production and in the College's computer labs. These

workers may be classified as Faculty or Administrative, Technical and Professional Staff

or Clerical Staff

. They are organized under the leadership of the Assistant Dean of

Academic Services

. Those who are faculty may be elected to serve on the Faculty

Senate. Those who are APT's may join the APT Group

. As a group, they have one seat

on the Campus Council.

Leeward Community College - Waianae (LCCW)

Leeward Community College operates a branch campus in Waianae . This satellite

campus serves approximately four to five hundred students each semester . Its facilities

house computer labs, several classrooms, a small library and a learning lab . Due to its

unique role as Leeward Community College's outreach college its director serves as a

representative of the Campus Council.

End of report

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