COLUMBIA COLLEGE COUNCIL
Effective April 1995
The name of the organization shall be the Columbia College Council.
The Council is the principal advisory group drawn from the College community that recommends to the President on a broad range of policy issues concerning College matters with the expectation of a timely response.
1. Chair: Unless otherwise specified this means chair of a regular departmental program of the College .
2. Faculty: Unless otherwise specified this means full time faculty and artists in residence.
3. Student: Unless otherwise specified in this document this means an undergraduate student shall carry a program of not less than 12 credit hours, a graduate student not less than 9 credit hours.
4. As hereinafter referred to the Columbia College Faculty Organization shall be recognized as the CCFO.
5. Administrator: Unless otherwise specified administrators shall refer to the Executive Vice President, the Provost/Vice President of Academic Affairs, the Academic Dean, the Dean/Vice President of the Graduate School, the Vice President of Finance, the Dean of Students and the Director of the Library.
6. Officers: Unless otherwise specified refers to the Chairperson, the Vice Chairperson and the Secretary of the College Council.
7. Divisions of Departments unless otherwise specified refers to General Studies departments as: Academic Computing, English, Liberal Education and Science/Mathematics; Arts/Media/Communications departments as: Art&Design, Dance, Fiction Writing, Film/Video, Journalism, Management, Marketing/Communications, Music, Photography, Radio/Sound, Television and Theater.
8. College Wide Committee: Such committees designated by the President or otherwise created by the Council to deal with an issue of concern to the community. For the purpose of this document, standing subcommittees shall be governed by the same rules as standing committees. A college wide committee may be either Standing or Ad Hoc.
9. Staff: Any member of the full time staff of Columbia College excluding those with the designation of director of a program or carrying the title of assistant or associate Dean.
Section I. Graduate-Only Department Representation:
Nominations for candidates for the elected Full or part-time faculty position shall be solicited from both the full and part-time faculty in their respective departments by the Department Chairs by March 15 and placed on a single ballot. Part-time faculty nominees must have taught for at least six consecutive semesters excluding summer sessions at Columbia College, and must be teaching in the semester in which they are nominated. Nominations shall be submitted in writing no later than April 1. The election shall be by secret ballot. Such ballots shall be counted by at least one full or part-time faculty member from each of the graduate-only departments not later than April 15. The nominee with the second highest number of votes in this election shall be designated as the Alternate for the Graduate-Only Departments. The results of the count shall be submitted by the chairs to the Secretary of the Council within three days of the election. Results shall be reported by the Secretary to the President of the CCFO and the Chair of the Chairpersons' Council so that related elections may proceed.
Section J. Course Offering Non-Departmental Programs Representation:
Nominations for candidates for the elected Full or part-time faculty position shall be solicited from both the full and part-time faculty in their respective programs by the Directors or Heads by March 15 and placed on a single ballot. Part-time faculty nominees must have taught for at least six consecutive semesters excluding summer sessions at Columbia College, and must be teaching in the semester in which they are nominated. Nominations shall be submitted in writing no later than April 1. The election shall be by secret ballot. Such ballots shall be counted by at least one full or part-time faculty member from each of the non-departmental programs not later than April 15. The nominee with the second highest number of votes in this election shall be designated as the Alternate for the Non-Departmental Programs. The results of the count shall be submitted by the program Directors and/or Heads to the Secretary of the Council within three days of the election.
V. Terms of Office
1. The term of office of elected members of the College Council shall be staggered terms of three years unless otherwise provided in this document, with no member serving more than two full consecutive terms of office.
2. After service of two terms as prescribed, a former member of the Council may be re-elected after an absence of one year.
3. The term of Part-Time Faculty members of the Council shall be two (2) years with election as hereinafter described.
4. The term of Undergraduate Student members of the Council shall be one (1) year with election as hereinafter described.
5. The term of Graduate Student members of the Council shall be one (1) year with election as hereinafter described.
6. Members appointed by the President shall serve a maximum of three (3) years, after which term they may be reappointed for a maximum of one (1) additional term. Members so indicated may not serve again for six years as a presidential appointee after these terms have been completed.
7. Any faculty member of the Executive Committee shall continue service for the remainder of their term in the event their employment status changes from faculty to acting chair or chair.
1. The authority of the Executive Committee derives from and is revocable by a vote of 2/3 of the College Council.
2. The Executive Committee shall consist of five (5) faculty members, two (2) chairpersons and two (2) administrators who shall be elected by the College Council at its first meeting. No member shall serve more than four consecutive years on the Executive Committee.
3. The election shall be by secret ballot conducted by the Chairperson of the Council.
4. The Council will then elect by secret ballot a Chairperson, a Vice Chairperson and a Secretary from the nine members of the Executive Committee. The Executive Committee and the Officers shall be elected at the first meeting of the new Council in June and shall take office immediately.
5. The Executive Committee shall be consulted by the Chairperson in every case in establishing the agenda for meetings of the Council.
6. All agenda items shall be approved by a majority vote of the Executive Committee provided that items not included in the agenda but proposed from the Council floor and approved by a majority of Council members present and voting may be added.
VII. Officers and Terms of Office
1. a. The Chairperson shall call and preside at meetings of the College Council and the Executive Committee.
b. The Vice Chairperson shall, in the absence of the Chairperson, preside at meetings of the Council and the Executive Committee.
c. The Secretary shall be responsible for the distribution of the agenda, conducting the roll call and verifying voting rights of members of the Council, recording election results, and be responsible, as well, for producing the minutes of the Council and the Executive Committee.
2. a. Officers are elected for a one year term and may serve a subsequent term of one year. No member may serve as an officer for more than two consecutive years.
b. Faculty serving as the Chairperson or Secretary shall receive at least one course reduction in their teaching loads for each semester of coincident service.
VIII. Elections and Terms of Office
The normal term of office of elected members otherwise provided for in this document shall be for three years. Yearly terms of office shall begin on June 1 and continue through May 31 of each year.
Section A.1 Departmental Representation:
Nominations of at least two candidates for the elected faculty positions shall be solicited from the faculty by the Department chair by March 15. Nominations shall be submitted in writing no later than April 1. The election shall be by secret ballot. Such ballots shall be counted by at least two faculty members of the department not later than April 15. The faculty member with the second highest number of votes in this election shall be designated as the Alternate for that department.
The results of the count shall be submitted by the chairperson to the Secretary of the College Council within three days of the election. Results shall then be reported by the Secretary to the President of the CCFO and the Chair of the Chairperson's Council so that related elections may proceed. Chairpersons shall not vote in departmental elections.
Section B. Chairpersons Representation:
Nominations of candidates for elected chairpersons positions shall be solicited by the Chair of the Chairperson's Council by March 15. There should be at least eight nominees for Chairperson members with the two persons receiving the lowest number of votes in descending order being designated as alternates.
Nominations shall be submitted in writing no later than April 1. The Election shall be by secret ballot. Such ballots shall be counted not later than April 15. The results of the count shall be submitted by the Chair of the Chairperson's Council to the Secretary of the College Council within three days of the election.
Section C. At Large Faculty Representation:
The election of at-large members of the College Council shall be conducted by the CCFO. The election shall be by secret ballot counted by the Election Committee of the CCFO within one week after the close of nominations. The President of the CCFO shall send the results of this election to the Secretary of the Council no later than May 15. There shall be at least three nominees with the person receiving the highest number of votes elected and the next two being designated, in order, as alternates. No more than one nominee may be submitted from each department. Duplicate departmental nominations shall be eliminated by refusal or by random selection.
Section D. Part-time Faculty Representation: (Under construction with Union reps)
Nominations for candidates for elected part-time faculty positions shall be solicited from the part-time faculty in their departments by the Department Chair by March 15. Nominees must have taught for at least six consecutive semesters excluding summer sessions at Columbia College, and must be teaching in the semester in which they are nominated. Nominations shall be submitted in writing no later than April 1, and transmitted to the Academic Dean within three days. The Academic Dean shall conduct the election of Part-Time Faculty representatives by secret ballot, constructed so that one representative and alternate are from the General Studies departments, and one representative and alternate are from the Arts/Media Communications departments as defined in Section III, paragraph 8. Such ballots shall be counted by the Academic Dean, the Secretary of the CCFO, and at least one part-time faculty member not later than May 1. The part-time faculty candidates receiving the highest number of votes shall be deemed elected, and those with next highest votes in each category, designated as alternates. The results shall be submitted by the Academic Dean to the Secretary of the College Council within three days of the election, and reported to the part-time faculty by memorandum.
Nomination and/or election to the College Council carries no presumption of continuing or future employment in the College for part time faculty. An elected part-time faculty representative who is not teaching at Columbia College shall be replaced by an alternate ~ See Departmental divisions in section on Definitions.
Section E. Undergraduate Student Representation:
Terms shall be for one year, with two students being elected each year. Until such time as a college-wide electoral process can be implemented, student representatives shall be chosen as follows: The Dean of Students shall identify candidates whose academic performance, leadership qualities, and knowledge of Columbia College are of the highest quality and have indicated a strong potential for success in representing student concerns on the College Council. The Dean shall then nominate no less than four (4) and no more than five (5) of these students for service on the Council and shall send these names, along with any appropriate supporting materials to the Secretary, no later than May 15. After carefully considering all aspects of each student's-qualifications, the new Council shall vote upon the candidates by secret ballot, with the two students receiving the highest number of votes elected and the next two designated, in order, as alternates. An elected student representative who is not currently enrolled at Columbia College shall be replaced by an alternate.
Section F. Graduate Student Representation:
Term will be one year. Nominations for candidates for the elected graduate student position shall be solicited and identified by the department chairs and graduate faculty of those departments which offer graduate programs within the College by March 15. Graduate student candidates must be drawn from those graduate students whose academic performance, leadership qualities, and knowledge of Columbia have been of the highest quality and who have indicated a strong potential for success in presenting graduate student concerns to the College Council. Each Department or program shall submit a nomination in writing to the Dean of the Graduate School no later than April 1. Within three days, the Dean of the Graduate School shall submit the nomination list to the Graduate Policy Council who shall elect, from that listing, no less than three students and shall submit them to the College Council no later than May 1.
The majority membership of the Columbia College Council shall, then elect one of the three nominated candidates for membership on the Council. The graduate student candidate receiving the highest number of votes shall be deemed elected, and the second shall be designated as an alternate. Results of this election shall be submitted by the Executive Committee of the College Council to the Dean of the Graduate School and the Graduate Policy Council, who shall report the results to the nominated graduate students within three days.
Section G: Staff Representation:
Terms of Staff members shall be three years. Nominations of candidates for the two elected staff positions shall be solicited by the Human Resources Department from the eligible participants (see definition of Staff) by March 15. There should be at least four nominees with the two persons receiving the highest number of votes elected and the next two being designated, in order, as alternates. No more than one nominee may be submitted from a department. Duplicate departmental nominations shall be eliminated by refusal or by random selection.
Nominations shall be submitted in writing to the Human Resources Department no later than April 1. The election shall be by secret ballot. All full time staff members, not just those eligible to be elected, are eligible to vote. Such ballots shall be submitted to the Human Resources Department by April 15. The ballots will be counted within three (3) working days and the results forwarded to the Secretary of the Council.
Section H: College Council Membership Vacancies:
In the case of a Council position vacancy for any reason, the Secretary shall notify the appropriate alternate of his/her appointment as a Council member and at the same instance shall give simultaneous notice to the members of the Council of the change and the reason for it.
As a deliberative and recommending body, the College Council shall have the following responsibilities:
1. Except as hereinafter provided for, responsible for advice and recommendations regarding College wide undergraduate and graduate academic policies including, but not limited to admissions policy, retention, graduation policy, honors and awards including the grading system, transfer policy, probation, policy matters regarding student life and activities, course equivalency and registration, revision of the academic calendar, and the introduction and termination of degree programs, specialized institutes and academic departments.
2. General authority to study and make recommendations within the College community on all matters it deems appropriate as suggested in Section II.
3. General authority to address compelling local, state and national educational issues.
4. General authority to draw up rules and regulations for its own operation.
1. All management rights and functions, unless clearly and expressly abridged by those policies of the College Council that have been duly approved by the Board of Trustees, shall remain vested exclusively in the Board of Trustees.
2. Nothing contained in the By Laws of the Council or in the approved policies of the Council shall be deemed to supersede, violate or prevent administrative officers and employees from engaging in their official duties.
3. The Council shall not consider any policy or rule concerning wages and conditions of employment.
4. The Council recognizes the primary responsibility of the faculty in areas of instruction, including departmental curriculum development and monitoring the departmental curriculum, and its sole prerogative in the assignment of academic grades, the academic certification of students, and the recommendation of candidates for degrees. The faculty are the experts in their disciplines, and as such are the primary decision makers in matters of departmental structure.
5. The Council recognizes the authority of departments to establish academic policies which are consistent with College-wide policies.
6. The Council recognizes the Graduate Faculty Council and the appropriate exercise of its authority as the governing body of the Graduate School in establishing graduate policies consistent with College-wide policies.
7. The Council recognizes the Columbia College Faculty Organization and the appropriate exercise of its authority.
8. The Council recognizes the Chairpersons Council and the appropriate exercise of its authority.
1. Regular meetings shall be held once a month during the academic year, from October to June. The first annual meeting will be the June meeting. The first Fall Council meeting will occur the second week in October so that committees may meet and organize prior to the first Council Meeting. All other Council meetings will occur on the first Friday of the month.
2. Special meetings may be called by the following:
a. The President of the College
b. The Chair of the College Council
c. Written petition by 2/3 of the faculty members of the Council
d. Written petition by 1/3 of the whole Council membership
e. 2/3 vote of the whole Council membership while meeting in a regular session.
3. A special meeting of the Council shall occur within fifteen (15) working days from the date on which the petition is submitted or the Council vote has occurred and been certified by the Secretary of the Council.
4. Failure of a College Council member to attend three consecutive meetings without a written excuse to the Secretary will be deemed to constitute resignation from that position.
5. All meetings of the Council shall be open meetings with the right to conduct closed meetings of the Council reserved to a majority vote when deemed necessary.
A majority of the membership shall constitute a quorum.
XIII. Order of Business
Matters shall be taken up in the following order at regular meetings:
1. Call to order
2. Minutes of previous meetings.
3. Reports of Administrative Officers
4. Reports of Chairpersons of Standing Committees
5. Old Business
6. New Business
7. Open Forum
1. All matters requiring action shall be submitted to the Chair of the Council at least fourteen calendar days before a meeting. The Chair and the Executive Committee shall prepare the agenda and mail it to the members so as to arrive at least seventy-two hours before a meeting.
2. An item may be added to the agenda at a meeting of the Council by a majority vote of the members present and voting.
3. The agenda for special meetings shall be restricted to the item or items for which the meeting was called.
XV. Committees of the College Council and Composition
a. Standing Committees are constituted to perform a continuing function, and remain in existence permanently for the life of the College Council. Standing committees may be added, modified or eliminated as deemed necessary.
b. Ad Hoc committees shall be special committees which go out of existence upon completion of a specified task.
c. Graduate Policy Council:
(1) The Graduate Policy Council establishes and supervises standards for the operation of graduate curriculum, makes all policy regarding graduate programs, recommends new graduate programs and makes all policy recommendations to the President, with College Council approval, regarding graduate matters.
(2) The Graduate Policy Council shall consist of the Dean of the Graduate School, directors/chairs of each of the graduate programs, and one graduate faculty member from each program or department.
(3) Graduate faculty members shall be elected by the graduate faculty of the respective departments or programs.
(4) In those graduate programs which do not have full time graduate faculty members, a part time graduate faculty member may be elected.
(5) The chair of the Graduate Policy Council shall be elected by the members of that committee.
(6) The Graduate Policy Council will make available records of its proceedings on a regular basis to the College Council.
(7) Policy recommendations of this Council will be referred to the College Council for action and shall be acted upon as follows:
a) When a recommendation of this Council comes to the College Council it may be approved by a majority vote.
(b) If rejected by the College Council it will be returned the Graduate Policy Council for reconsideration with College Council recommendations, if any.
(c) The Graduate Policy Council and all Committees have the right to resubmit policy recommendations to the College Council for reconsideration.
2. All College-wide committees will report to the College Council as specified otherwise in this section on either a periodic or regular basis and submit all policy recommendations for approval.
3. a. Committees will share reports and recommendations with the designated administrative officer(s) of each committee before the report to the College Council in every case.
b. If that officer or officers reject the recommendation, the committee may, by a majority vote make its recommendation to the College Council and notify the officer or officers of this action.
c. Recommendations from committees of the College Council included in reports must be approved by a majority vote of the Council before referral to the President for action as described elsewhere in these by-laws.
4. a. The CCFO will recommend by electoral process of its own choosing those members designated for each Standing Committee.
b. The Chairpersons Council will recommend its list of appointments.
c. Additional committee members shall be appointed by the appropriate administrative officers as specified elsewhere in this document.
d. The size of and composition of committees of the first Council will be determined by representatives of the CCFO officers, the Chairpersons Council and appropriate administrative officers for each committee. These recommendations shall then be submitted to the Executive Committee of the College Council for its approval.
e. All Standing Committees shall be comprised of a faculty majority of voting members. In order to guarantee a substantial pool, faculty members are expected to serve on a Standing Committee every two years. No faculty member shall serve simultaneously on more than two Standing Committees.
f. After the Council has been constituted, changes in the size and composition of committees will require approval of the Council.
5. All College Council members will be expected to serve on at least one committee each year served as a member of the Council.
6. Standing Committees of the College Council shall be as follows: Academic Affairs, Strategic Planning, Budget and Priorities, and Student Affairs.
7. Each Committee of the College Council shall elect its own chairperson at its first meeting. Standing committees shall be chaired by faculty members or department chairpersons. If a committee Chairmanship becomes vacant, the Committee will elect a Chairperson at its next meeting.
8. Committee members shall be elected or appointed for staggered terms of either one or two years upon the establishment of the new council. Each committee member shall be permitted to serve two successive two year terms after this first election without interval. After these two terms a committee member must leave that committee for at least one year unless otherwise specified in this document.
9. Following are the Standing Committees of the College Council:
a.. Academic Affairs: This committee oversees all undergraduate College-wide academic policies and their effect on academic standards, regulations, and quality. It reviews undergraduate academic goals, degree programs and requirements, and considers new academic programs. It reviews and recommends all-college and General Education requirements. The Provost/Vice President of Academic Affairs is the Designated Administrative Officer of this Committee.
Subcommittees of Academic Affairs are:
(1) Curriculum: This subcommittee reviews and recommends the approval of courses and curricula for proposed new majors and minors. It monitors possible duplication of course content and variance in credit assignments. It collects updated course syllabi. The Academic Dean is the designated administrative officer of this subcommittee.
(2) Evaluation: This committee is concerned with policies and procedures for evaluation of both full time and part time faculty and chairpersons and all issues relating to faculty and chair excellence and standards of assessment. The Academic Dean is the designated Administrative Officer of this subcommittee.
(3) Faculty Development & Sabbatical: The purpose of this subcommittee is to initiate and encourage faculty development and review faculty development award applications and recommend to the Academic Dean funding of projects that best meet program guidelines. This subcommittee will also review sabbatical applications each semester, meet with the applicants to discuss the proposed project and purpose and recommend to the Academic Dean support for those applications that are consistent with the Sabbatical Leave Policy. The Academic Dean is the Designated Administrative Officer of this subcommittee.
(4) Teaching and Learning: This subcommittee recommends to the Academic Dean and the College Council programs to improve teaching and learning and serves as the advisory council for the Center for Teaching Excellence. This subcommittee also conducts the Excellence in Teaching Award search process, supervises the nominating procedure and recommends to the Academic Dean the person or persons chosen for the award as Excellence in Teaching Award. The Academic Dean is the Designated Administrative Officer of this subcommittee.
b. Strategic Planning: This Committee participates in the formulation of the strategic planning activities of the College, including assessment of whether proposed new initiatives and capital acquisitions, among others, are consistent with the College's long range missions and goals. The Committee will recommend to the Council planning issues for consideration, college wide goals, objectives, and priorities. It may suggest appropriate administrative paths for developing responses to such planning priorities and suggest criteria for measuring progress toward planning goals and objectives. The Committee regularly reviews such initiatives and reports to the Council on progress in these goals and objectives. It will advise the Council, insofar as possible, on budgetary implications of planning priorities in cooperation with the Committee on Budget and Priorities. The Committee will periodically update the College's strategic plan and address other planning measures related to long range planning as these subjects arise. The Associate Provost for Planning is the designated administrative officer of this Committee.
c. Budget and Priorities: This committee participates in the development of goals, objectives and strategies used in the annual budget recommendations developed by the administration before submission to the Board of Trustees. It also offers counsel in establishing priorities and strategies that are congruent with the mission and strategic plans of the College. The Vice President, Finance is the designated administrative officer of this Committee.
d. Student Affairs: This committee participates in the formulation of all policies and procedures concerning students and student life, including residence hall regulations but excluding academic matters. The Dean of Students is the Designated Administrative Officer of this committee.
XVI. Amendments to the By Laws
The substance of any proposed amendment of the College Council's
Bylaws shall be provided in writing at least 30 calendar days before Council deliberations. The bylaws may, upon this proper notice, be amended by a two-thirds vote of Council members present and voting.
XVII. Implementation of Council Recommendations.
1. College Council recommendations shall be forwarded simultaneously to the President and the college community within three (3) working days of a Council meeting. Any recommendation of the Council, unless designated in writing as "not accepted" by the President, shall be considered accepted within fifteen (15) working days. The President shall then forward the accepted recommendation, if necessary, to the Board of Trustees for consideration in a timely manner, or to the appropriate College office for action.
2. A recommendation of the Council which is not accepted by the President within fifteen (15) working days may be carried forward in the following ways.
a. A petition signed by at least 35 faculty members may request that the Council reconsider the recommendation for approval at the next meeting;
b. A 2/3 vote of the Council may reaffirm the recommendation, and forward it to the President for reconsideration.
3. In exceptional circumstances, the President may defer his decision to submit a recommendation of the Council to the Board of Trustees for ten additional working days, and notify the Council of such a decision.
XVIII. Parliamentary Procedures
1. Robert's Rules of Order will govern the conduct of meetings of the Columbia College Council.
2. The Council shall create such standing rules of procedure as it sees fit.
Last updated in June 2000.