Planning and
Governance Manual
WestHillsCollegeLemoore
2013 - 2014
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WEST HILLS COLLEGE LEMOORE
Planning and Governance Manual
2013– 2014
Mission Statement
“West Hills College Lemoore enriches the lives
of our students and the community we serve by
being dedicated to quality educational learning
opportunities and partnerships. The college
provides a positive environment that is
committed to student learning and empowering
students to achieve their educational goals.”
 West Hills College Lemoore
555 College Avenue
Lemoore, CA 93245
Phone 559.925.3000 • Fax 559.924.1243
Originated: March 2004
Revised: September 2006, August 2007, January 2008, January 2009, August 2009, December
2009, August 2010, PGC Approved 10/6/2010 , Revised 6/2012, Revised 8/2013; Revised 9/2013
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Table of Contents
Meeting Schedule and Membership 2013-2014 ...................................................... 4
Governance Structure .............................................................................................. 5
Definitions ................................................................................................................ 7
Governance Process Flowchart ................................................................................ 8
Planning and Governance Council......................................................................... 10
Councils and Committees ........................................................................................ 9
Administrative Procedures 2410 & 2510 ................................................................ 17
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Planning and Governance Council (PGC)
Meeting Schedule
2013 – 2014
Time: 2:00 – 3:30 p.m.
Location: Conference Center 256
Fall 2013
September 4 *8/28
September 18 *9/11
October 2
*9/25
October 16
*10/9
November 6 *10/30
November 20 *11/13
December 4 *11/27
*agenda items due date
Spring 2014
February 5 *1/29
February 19 *2/12
March 5
*2/26
March 19
*3/12
April 2
*3/26
April 23
*4/16
May 7
*4/30
Membership as of June 2013
Voting Members:
Don Warkentin, President (votes in case of a tie)
James Preston, Dean of Educational Services
TBD, Student Government Association Representative
TBD, Student Government Association Representative
Jody Ruble, Dean of Students/Employee Development and Success Chair
Joel Rogers, Academic Senate President
David Rengh, WHC Faculty Association Representative
Keith Brock, CSEA/Classified Representative
Amanda Stone, CSEA/Classified Representative
Non voting:
Dave Bolt, Vice President of Educational Services
Sylvia Dorsey-Robinson, Vice President of Student Services
John Bernal, Director of M & O - Facilities, Safety & Auxiliary Services Chair
David Babb, Student Learning Outcomes Chair
TBD, WHC Faculty Association Representative
Ron Oxford, Librarian
Jose Lopez, Director of Upward Bound/Upward Bound Math & Science
Vera Kennedy, Curriculum Committee Chair
Janet Young, Advisor
Monte Paden, Budget Allocation Committee Chair
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Governance Structure
Introduction
The West Hills College Lemoore governance structure and process is designed to
be inclusive and collaborative. It involves faculty, staff, students, community
members and administrators in the planning and operation of the college. The
governance structure and practices were developed collaboratively and support
the participatory approach to decision-making. The Board of Trustees is the final
authority for governance at West Hills College Lemoore, and delegates its
authority to the District Chancellor who in turn delegates authority to the College
Presidents. The College President then solicits and receives input through the
participatory governance decision-making process at the college level.
Organization
The Planning and Governance Council (PGC), as the principal participatory
governance body of the College, creates the processes for recommending College
policies and governance committee structures (see AP 2410). The PGC reviews
recommendations and requests of committees, planning groups, and task forces
in order to determine appropriate actions. The PGC amends and guides the
planning processes and recommends policies and procedures to respond to the
changing needs of the student population and the internal and external
environments. The PGC develops, implements, evaluates, and revises, if
necessary, the College’s plans and initiatives, both long-term and short-term. All
decision making is based on the college’s mission and vision statements, as well
as the strategic plan and educational master plan.
The Strategic Plan (developed and revised by the WHCL Strategic Planning
Committee) outlines the tasks and actions to be accomplished during the
upcoming year. The PGC reviews the Strategic Plan and evaluates progress
toward achieving the college goals. Each governance committee is responsible
for achieving the tasks and actions as outlined for each committee within its
goals, roles, and products. The governance committees report directly to the PGC
and each has a representative on the PGC. The College President serves as the
chair of the PGC. All governance committee representatives on the PGC report
progress on their assigned goal, objectives, and activities at the PGC meetings.
Representation
The governance structure provides for representation from five recognized
constituencies at West Hills College Lemoore: Students, Academic Senate,
Faculty Association (WHCFA), Classified Staff (CSEA), and administrators.
Planning and Governance meetings are public. In addition, to representation
afforded to individuals through constituencies, other individuals and groups may
be heard in any governance meeting by requesting and receiving permission from
the chair to participate and/or have items added to the agenda.
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Appointments from the constituencies, when not specified by position, are made
by the following:
•
•
•
•
•
SGA – students
Academic Senate – faculty
WHCFA – faculty
CSEA – classified staff
President – administrators
The constituent appointees serve the length of term designated by the
constituency group and/or the President.
Responsibilities of Representatives
The primary responsibilities of representatives are as follows:
•
•
•
Prepare for and attend meetings
Communicate with individual constituencies. All representatives are
responsible for keeping their respective constituencies informed of the
proceedings and recommendations
Contribute to informed decision-making
Meetings and Actions
The agenda of each meeting shall be prepared by the chair (College President or
his/her designee) and shall be posted (on the college website and intranet team
site) at least 72 hours in advance of the meeting. All meeting minutes will be
posted following approval of the council.
The latest edition of Robert’s Rules of Order shall be the authority on
parliamentary procedure in all PGC meetings.
The chair or his/her designee and a simple majority of the members of the
council shall constitute a quorum.
The council shall attempt to achieve consensus for any and all actions. When
consensus cannot be reached, a majority of members shall determine the
recommendation.
The process for presenting items first for information, then for action at a
subsequent meeting shall be followed. The PGC will have 60 days in which to
complete the review and approval process of board policies and administrative
procedures at the college level and submit final comments, recommendations or
actions taken with regard to the policy/procedure to the Chancellor’s Office (AP
2410). Allowance will be made for suspending this process when deemed
appropriate by a majority.
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Definitions
Council: A group of constituency representatives designated or selected to act in
an advisory capacity that meets on a regular basis. The charge of a council entails
college-wide issues and is the designated governance group.
Standing Committee: A permanent committee of constituency representatives
intended to consider all matters pertaining to a designated subject that meets on
a regular basis. A standing committee is part of the governance structure and
reports to a Council.
Permanent Sub-Committee:
A permanent sub group of a standing
committee designated to consider specific subjects in detail for recommendations
back to the standing committee. The chair must be a member of the committee
to which it reports. Other members need not be members of the committee to
which it reports.
Ad Hoc Committee: A committee created by a council or standing committee
to address and made recommendations on a particular subject as needed and
meets until a task is completed. The members need not be from a council or
standing committee.
Task Force: A constituency-represented group created to address a special
college-wide subject/issue and meets until the subject/issue is resolved.
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Planning and Governance Council
Role: The PGC represents all constituent groups of WHCL, develops or revises
and approves governance policies and communicates with the respective groups.
The strategic planning process guides budget priorities. Recommendations made
by the PGC reflect the values and support the mission of the College and are in
the best interest of improving student success and serving the community. The
PGC, as the recognized participatory governance body of the College, creates the
processes for recommending College policies and governance committee
structures.
The PGC amends and guides the planning processes and
recommends policies and procedures to respond to the changing needs of the
student population and the internal external environments. The PGC develops,
implements, evaluates continuously and revises, if necessary, the College plans
and initiatives, both long-term and short-term. A three-year planning cycle is
used to implement the Master Plan. The PGC has oversight of college standing
committees and receives and monitors reports. Communication with individual
constituencies and participation in the Council meetings are primary
responsibilities of the PGC members.
Products: Annual evaluation of the institutional outcomes, Strategic Plan and
program reviews, annual progress report, policies and procedures
recommendations.
Diversity Statement: The PGC will review all new committee structures,
policies, or procedures for the diversity statements, holding the “requesting”
individual or group accountable for including the consideration of appropriate
diversity issues into their processes.
PGC Membership (Approved: 9/15/2010)
Voting Members
1 - Chairperson - College President (votes only in case of a tie)
1 –WHC Faculty Association (WHCFA)
1 - Academic Senate
2 – Classified School Employees Association (CSEA)
2 - Administrators
2 - Student Government Association (SGA)
Non Voting Members
1 – Counselor/Advisor
1 – Curriculum Committee Chair
1 - Librarian
1 – Chair, BAC
1 – Chair, IEPRC
1 - Chair, SLOC
1 - Chair, SSC
1 - Chair, EDSC
1 - Chair FSAC
1 - Chair TC
Reporting Relationship: The PGC Chairperson reports to the District
Leadership Council, Chancellor, and Board of Trustees.
Meeting Schedule: Twice per month; first and third Wednesday as possible.
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Council/Committees
The following councils/committees’ are represented on the Planning and
Governance Council. All input derived from these groups is incorporated into the
college’s decision making and planning processes.
Budget Allocation Committee
Goal: To build and foster a strong commitment to the use and development of
community, technology, education, and funding in order to effectively increase
the resources and productivity at West Hills College Lemoore.
Role: The WHCL Budget Allocation Committee has the responsibility of
soliciting budget proposals from its staff for the purposes of conducting business.
Area Budget Sub-Committees from: 1) Arts and Sciences 2) Occupational
Education 3) Student Services and 4) Maintenance and Operations will provide
input to the Budget Allocation Committee. Once received, the Budget Allocation
Committee will prioritize these requests based on their impact on student success
and the college’s mission and vision statements.
The college’s budget
recommendations and priorities will be sent to the Planning and Governance
Council.
Products: Prioritized list of budget recommendations to be sent to the Planning
and Governance Council.
Diversity Statement: WHCL is committed to the appropriation of resources
that includes thoughtful consideration of the special needs of its diverse students,
faculty, staff, and community populations. It is expected that the Budget
Allocation Committee will actively implement diversity issues into their budget
processes. When forwarding action and/or information items to the PGC, the
Budget Allocation Committee will identify the items addressed in each item.
Membership: (Chairperson to be elected by the committee membership)
• 2 – Administrators
• 2 – WHC Faculty Association (WHCFA)
• 2 –Classified School Employees Association (CSEA)
• 1 – Student Government Association (SGA)
Reporting Relationship: Planning and Governance Council
Meeting Schedule: Every two weeks beginning in January and continuing
until April.
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Employee Development and Success Committee
Goal: West Hills College Lemoore recognizes the importance of institutional
development. To this end, Institutional Development will act as a catalyst to
support and enhance the other four goals.
Role: The Employee Development and Success Committee (EDSC) will develop,
implement, and monitor issues and activities related to helping all WHCL
employees maximize their success in the workplace. Areas of responsibility
include professional development activities, training needs, employee recognition
activities, and employee social activities and celebrations. The EDSC will survey
college employees bi-annually for training and professional development needs
resulting in an annual schedule of programs and events. The EDSC will plan and
implement these programs and events in collaboration with the Academic Senate,
CSEA, and college administration. The EDSC will plan and coordinate various
college employee social activities, including end-of-year celebration of programs
and events and prepare an annual report.
Products: Annual professional development plan; employee notification of
programs and events; evaluation of programs and events; annual plan.
Diversity Statement: The EDSC will actively address issues of diversity in the
workplace including but not limited to: access, gender, age, culture, race,
religion, experience and education.
Membership: (Chairperson to be elected by committee membership)
• 3 – Classified School Employees Association (CSEA)
• 1 – Student Government Association (SGA)
• 3 – WHC Faculty Association (WHCFA) (one from Educational Services)
• 3 – Student Services Representatives
• 1 - Associate Dean of Educational Services, Evening College
Reporting Relationship: Planning and Governance Council
Meeting Schedule: First and third Thursdays of every month August to May
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Facilities, Safety and Auxiliary Services Committee
Goal: To support the mission of the college by maintaining the appearance,
functionality, accessibility, safety, technology, and cleanliness of current and
future facilities conducive to a quality educational environment.
Role: The FSAC, representing all constituent groups of WHCL, develops,
monitors, and has implementation oversight of the Facilities Master Plan, Site
Safety, and Emergency Preparedness Plan. The FSAC evaluates and recommends
revision of plans and standards and communicates with the respective groups
involved. The aforementioned planning process guides budget priorities.
Recommendations made by the FSAC reflect the values and support the mission
of the College and are in the best interest of improving student success and
serving the community.
The FSAC develops, implements, evaluates
continuously, and revises if necessary, the FSAC plans and initiatives, both longterm and short-term. A three-year planning cycle is used to implement all FSAC
plans. The individual constituencies and participation in the committee meetings
are primary responsibilities of the FSAC members.
Products: Facilities Master Plan, Site Safety, Emergency Preparedness Plan
Diversity Statement: The Facilities, Safety and Auxiliary Services Committee
will address diversity into all planning and implementation processes as
appropriate. Diversity issues will include but are not limited to access, use,
learning experience, and indoor/outdoor environment. When forwarding action
and/or information items to the Planning and Governance Council. The
Facilities and Safety Committee will identify the diversity items addressed in each
item.
Membership: (Chairperson to be elected by the committee membership)
• 1 – Director of Facilities Services
• 1 – Media Services Representative
• 1 – DSPS Representative
• 1 – ITS Representative
• 1 – Student Government Association (SGA)
• 1 – WHC Faculty Association (WHCFA)
• 1 – Classified School Employees Association (CSEA)
• 1 – Administrative Representative
Reporting Relationship: Planning Governance Council
Meeting Schedule: Monthly/first Friday of the month
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Institutional Effectiveness and Program Review Committee
Goal: To provide positive and energetic teaching and learning environments to further
our commitment to student-centered, outcome based education using relevant goals,
innovations, strategies, and partnerships.
Role: The Institutional Effectiveness and Program Review Committee (IEPRC) monitors
Program Review process Representation on this committee is from all constituency
groups of WHC Lemoore.
Products: Program Review and accreditation reports
Diversity Statement: It is expected that the Institutional Effectiveness and Program
Review Committee will actively incorporate all facets of diversity in the systematic
evaluation and planning processes. When forwarding action and/or information items to
the Planning and Governance Council, the Institutional Effectiveness and Program
Review Committee will identify the diversity items addressed in each item.
Membership:
1 - Vice President of Educational Services – Chairperson
1 - Dean of Educational Services
2 - WHC Faculty Association (WHCFA)
2 - Classified School Employees Association (CSEA)
1 – Student Government Association (SGA)
1 - Accreditation Liaison
1 - Student Services Representative
1 - Director of Admissions/Records (Ad Hoc)
Reporting Relationship: Planning and Governance Council
Meeting Schedule: Monthly with more frequent meetings as needed
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Student Learning Outcomes Committee
Goal: To support faculty and staff in the development and assessment of learning
outcomes.
Role: The purpose of the Student Learning Outcomes Committee is to coordinate the
various efforts on the West Hills College-Lemoore campus to create, implement, assess,
and implement student learning on our campus. The SLOC will facilitate discussion
among the various interested parties including, but not limited to:
faculty,
administration, and support staff regarding student learning.
Products: WASC Student Learning Outcomes reports, support and training to faculty
and staff in creating, implementing, assessing, and evaluating results of student learning.
Diversity Statement: Ethnic and gender diversity will be taken into account when
organizing the SLOC and creating, implementing, assessing, and evaluating student
learning outcomes.
Chair: Faculty Student Learning Outcomes Coordinator
Reporting Relationship: College Administration
Membership:
1- Student Learning Outcomes Coordinator—faculty—Chair
1- Student Learning Outcomes Coordinator—non-teaching faculty—CoChair/Vice-Chair
6- Six faculty from the following learning areas as chosen by the Academic Senate:
Arts and Letters (1) , CIS/Business/CTE (1), Math/Science/PE (1), Health and
Wellness (1), Social Science (1), Counseling (1)
4- Staff members to represent support programs
1-Student Government Association (SGA)
1- Instructional Administrator
1- Non Instructional Administrator
Meeting Schedule: To be determined
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Student Success Committee
Goal: To support the mission of the college by providing the services and supports
necessary to students for them to achieve their educational goals.
Role: The Student Success Committee develops, implements, and monitors campuswide services and activities necessary to ensure WHCL students maximize their success.
This includes student services, academic support and recognition activities. This will be
accomplished by making data driven decisions, incorporating essential planning
documents and ensuring alignment with applicable regulations.
Products: Matriculation Plan, Student Equity Plan, Student Handbook, Transfer Plan,
and other documents affecting institutional effectiveness.
Diversity Statement: We promote the exploration and celebration of differences and
uniqueness in people, languages, and cultures. The Student Success Committee will
actively address student diversity at every level of service including but not limited to
enrollment trends, outreach, registration/enrollment access, advising, retention, and
student clubs and associations. When forwarding action and/or information items to the
Planning and Governance Council, the Student Success Committee will identify the
diversity items addressed in each item.
Membership:
1 - Vice President of Student Services - Chair
1 - Dean of Student Services
1 - WHC Faculty Association (WHCFA)
1 - Classified School Employees Association (CSEA)
1 - Counselor
1 - Representative from Arts and Letters Team
1 - Programs Representative from Social Science Team
1 - Representative from Career Technical Education team
1 - Representative from Math and Science Team
1 - Financial Aid Director
1 - Representative from Health and Wellness Team
2 - Student Government Association (SGA)
Reporting Relationship: Planning and Governance Council
Meeting Schedule: Monthly/Second Friday 1:30-3:30
Revised/approved: 10/6/2010
Revised/approved: 11/07/12
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Basic Skills Initiative (BSI) Committee
Goal: To focus on curriculum development, academic support, research of best
practices, supplemental instruction and tutoring, scheduling, professional development,
and student success as it relates to Basic Skills students
Role: The Basic Skills Initiative (BSI) Committee has the responsibility of overseeing the
Basic Skills grant that is awarded annually to the college from the State Chancellor’s
Office. The group is responsible for producing an annual report which includes research,
analysis, budget, and strategic planning, implementation, and evaluation of short-term
and long-term Basic Skills goals for the college. The focus of the committee includes, but
is not limited to: curriculum development, academic support, research of best practices,
supplemental instruction and tutoring, scheduling, professional development, and
student success as it relates to Basic Skills students.
Products: Annual Basic Skills Report due to the State Chancellor’s Office each October.
Diversity Statement: The BSI will actively address issues of diversity at the college,
including, but not limited to: access, gender, culture, race, religion, experience and
education.
Chair:
Dean of Educational Services (Basic Skills Coordinator) or designee
(recommended by college president).
Membership:
1- Basic Skills Coordinator (Dean of Educational Services or designee)
4 Basic Skills Faculty – at least one member from English, Math and ESL
1- Counselor
1- CSEA and/or Student Success Team Representative
1 GED Lab Faculty
1- Student
1- Library Representative
1 Tutoring Center or ACE Representative
1- Administrator, if the Basic Skills Coordinator is not an administrator
Reporting Relationship: Reports to the Planning and Governance Council
Meeting Schedule: One to two times per month.
Approved: 09/04/2013
Revised 9/13/2013
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Technology Committee
Goal: To support the mission of the college by maintaining technology conducive to a
quality educational environment.
Role: The technology committee has the responsibility of assessing IT related policies,
procedures, and planning, as they relate to WHC Lemoore. The central focus is the
intersection of instruction, administrative support and technology in regards to students
and their ability to meet their educational goals. WHCL has a student-centered
environment that relies heavily on technology and the committee’s objective will be
increasing communication among the various constituencies in order to meet this goal.
Open communication, collaboration and feedback related to technology needs and
availability will be a key function. The committee will be representative of all campus
constituencies and align to the Mission and Vision statements of the College.
Products: Technology plan (annually) in coordination with the Budget Allocation
Committee.
Diversity Statement: The Technology Committee will actively address issues of
diversity in the workplace including but not limited to: access, gender, age, culture, race,
religion, experience and education.
Chair: Recommended by the President
Membership:
5 Librarian
1- Maintenance and Operations Representative
2- Student Services Assistant/Office Manager
2- Counselor/Advisor
2 - WHCA Faculty Association (WHCFA)
2- Student
2 Media Technician
2- DSPS Assistive Technology Specialist
Reporting Relationship: Reports to the Planning and Governance Council
Meeting Schedule: Every two weeks initially, and then upon committee consensus
Revised/Approved: 10/6/2010
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Administrative Procedure 2410
Policy and Administrative Procedure
Reference:
Education Code Section 70902
Board Policies and Administrative Procedures are regularly reviewed by the Chancellor’s
Office. The Chancellor makes recommendations to the Board of Trustees concerning revisions
to existing policies and procedures or the development of new policies and procedures to
ensure that they are current and comply with state and federal laws.
Any employee, student, or member of the public may initiate a review or development of any
policy or procedure by submitting a request or recommendation in writing to the Chancellor’s
Office.
Review and Approval Process
Upon receipt of the request or recommendation, the Chancellor’s Office may refer to the
Community College League’s Policy and Procedure Service for recommended or legally
advised language. The Chancellor’s Office may also use the Policy and Procedure listserv to
query other districts for related Board Policies or Administrative Procedures. In some
instances, the Chancellor’s Office may request that legal counsel review the policy or
procedure language. Other employees with expertise in specific areas governed by a Board
Policy or Administrative Procedure may also be consulted during the review process.
After initial review by the Chancellor’s Office, the policy and/or procedure will be routed to
the supervisor, manager or Dean of the appropriate department, if applicable, for review (i.e.
Student Services, Human Resources, Business Office, etc.). Following the applicable review,
the policy and/or procedure will be routed as follows:
1.
Policy and/or procedure to be reviewed and discussed by the Chancellor’s Executive
Cabinet.
2.
After review by the Chancellor’s Executive Cabinet, the policy and/or procedure will be
sent to the College Consultation Council (CCC) at West Hills College Coalinga and the
Planning and Governance Council (PGC) at West Hills College Lemoore (through the College
Presidents) for review and approval, if applicable. Simultaneously, the policy and/or
procedure will be sent to the Academic Senate Presidents and the Faculty Association
President as a courtesy.
3.
Review and approval by the Academic Senate Presidents will be requested only if the
policy and/or procedure deal(s) with academic and professional matters. Review and
approval by the Faculty Association President will only be requested if the policy and/or
procedure has or will have a significant effect on faculty.
4.
After review by the CCC and the PGC, any comments, recommendations or actions
taken with regard to the policy and/or procedure shall be sent to the Chancellor’s Office by the
College Presidents. In the case of review and approval by the Academic Senate Presidents or
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Faculty Association President, any comments, recommendations or actions taken with regard
to the policy and/or procedure shall be sent to the Chancellor’s Office by the individuals
serving in those capacities. As a courtesy, the comments, recommendations or actions taken
should also be sent to the College Presidents.
5.
The Chancellor’s Office will take the policy and/or procedure to the District Leadership
Council (DLC) for review and approval.
6.
After DLC review, and upon final review by the Chancellor, the policy and/or procedure
will be placed on the Board of Trustees agenda for a first reading, with consideration to follow
at a subsequent meeting.
Submission of Policies and Procedures for Review
When submitted to the CCC, PGC, the Academic Senate Presidents, the Faculty Association
President, and the DLC, the policy and/or procedure shall be accompanied by a routing form
which will include the following information:
•
•
•
•
•
•
Policy/Procedure Number
Policy/Procedure Name
Indication of new or revised policy/procedure
Initiator of proposed new or revised policy/procedure
Purpose for new or revised policy/procedure
Anticipated timeline for review and approval process
New policies and procedures will be submitted to the appropriate groups as a “clean” copy.
Revised policies and procedures will be submitted to the appropriate groups using the
following editing marks:
•
•
Deleted text to be shown in
Added text to be shown in bold print
Nonsubstantive (“clean up” or “housekeeping”) revisions to policies and procedures (i.e.
names, title changes, addition or deletion of references) that do not change the intent or
meaning of the policy or procedure may be recommended by the Chancellor to the Board of
Trustees for review and consideration without being routed through the review and approval
process. However, the revised policies and procedures will be sent to the CCC, PGC, the
Academic Senate Presidents, the Faculty Association President and the DLC as a courtesy.
Policies and procedures dealing strictly with the Board of Trustees may be recommended by
the Chancellor to the Board of Trustees for review and consideration without being routed
through the review and approval process. However, the revised policies and procedures will be
sent to the CCC, PGC, the Academic Senate Presidents, the Faculty Association President and
the DLC as a courtesy. New or revised procedures that outline an existing process may be
recommended by the Chancellor to the Board of Trustees for review and consideration without
being routed through the review and approval process. However, the revised policies and
procedures will be sent to the CCC, PGC, the Academic Senate Presidents, the Faculty
Association President and the DLC as a courtesy.
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Timeline
In most instances, policy and procedure review and approval will be based on a two-month
cycle at the college level. Once the Chancellor’s Executive Cabinet agrees to move new or
revised policies and/or procedures forward to the CCC, PGC, the Academic Senate Presidents
and the Faculty Association President, the review and approval process timeline officially
begins. The groups will have 60 days in which to complete the review and approval process at
the college level and submit final comments, recommendations or actions taken with regard to
the policy and/or procedure to the Chancellor’s Office.
At the completion of the 60 days (or sooner if the appropriate groups have completed their
review and approval process), the policy and/or procedure will be placed on the DLC agenda
for review and approval if applicable. Following DLC review, the policy and/or procedure will
be placed on the Board of Trustees agenda for a first reading, with consideration to follow at a
subsequent meeting. The Board of Trustees will be provided with the Chancellor’s final
recommendation, along with the completed routing form which will include the comments,
recommendations and actions taken by the appropriate groups.
The timeline may be shorted due to various circumstances including, but not limited to,
changes in law or urgent need. However, the Chancellor’s Office shall notify all applicable
groups of the shortened timeline.
After approval by the Board of Trustees, policies and procedures will be posted to the District’s
website. The College Presidents and Academic Senate Presidents will also be notified as to the
status of the proposed or revised policies and procedures.
Board approval date: 3/7/06
Revised policy approval date: 6/26/07
Administrative Procedure 2510
Participation in Local Decision Making
Reference: Education Code Section 70902(b)(7); Title 5, Sections 53200 et seq; 51023.5;
51023.7Accreditation Standard IV.A.2; IV.A.5
The Board directs the Chancellor to develop operating procedures to facilitate the process of the
work of the District Leadership Council (DLC), the College Consultation Council (CCC) at West
Hills College Coalinga and the Planning and Governance Council (PGC) at West Hills College
Lemoore. The procedures shall recognize the following relationships among the participating
groups:
1. The Board – The Board retains all powers implied or granted by the law. The members of the
Governing Board, as elected officials, recognize their accountability to the electorate with the
District and their responsibility under law to make policy decisions affecting the District.
2. Faculty
a. West Hills College Faculty Association
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1. The West Hills College Faculty Association shall be provided opportunities to participate in the
formulation and development of District policies and procedures which the Board determines, in
consultation with faculty, has or will have a significant effect on faculty.
2. Except in unforeseeable or emergency situations, the Board shall not take action
on matters significantly affecting faculty until it has provided faculty an opportunity to
participate in the formulation and development of those matters through appropriate structures
and procedures as determined by the Board.
b. The Academic Senate
The Academic Senate shall have two (2) representatives on the DLC (the Academic Senate
President from each college). However, the Board recognizes that the Academic
Senate has a special role with the Board when adopting policies and procedures on academic and
professional matters. This relationship provides for the Board of Trustees or their representative
to consult collegially and to rely primarily on the advice and judgment of the Academic Senate.
1. The curriculum matters for which the Board shall rely primarily upon the Academic
Senate include the following: a. Curriculum development; b. Establishing prerequisites
and placement of courses within disciplines; c. Standards or policies regarding student
preparation and success; d. Degree and certificate requirements; e. Grading policies.
In keeping with the spirit and intent of the Board and the concept of sharing the governance of
the college, the Academic Senate shall provide, as an information item to the DLC, any action
taken by the Senate on the above listed curriculum matters. Once reviewed by the DLC, the policy
shall be sent to the Chancellor to be placed on the Board’s next meeting agenda. The
recommendations of the Academic Senate will normally be accepted. The Board of Trustees may
refuse to adopt the recommendations of the Academic Senate on these matters only in
exceptional circumstances or for compelling reasons. If a recommendation is not accepted, the
Board, through its designee, shall promptly communicate its reasons for rejection of the
recommendation in writing to the Academic Senate. The Board shall also provide the Academic
Senate the opportunity to respond in writing prior to final action by the Board.
2. In all other academic and professional matters, the DLC shall be the forum where the
Academic Senate has mutually agreed to meet with the appropriate administrators and
constituent groups, when appropriate, to formulate recommendations, review policy, and provide
the mechanism for shared governance. The other matters that shall be considered by the DLC are
defined as follows:
a. Educational program development;
b. Faculty roles and involvement in accreditation processes including self study and annual
reports;
c. Establishing policies for faculty professional development;
d. Process for program review;
e. Processes for institutional planning and budget development;
f. Hiring policies, procedures, and criteria for contract faculty and administration;
g. District and college governance structures as related to faculty roles;
h. Other academic and professional matters as mutually agreed upon between the Governing
Board and the Academic Senates. In all non-academic and professional matters, the Board shall
retain its traditional authority as prescribed by law.
3. Staff
a. Staff shall be defined as classified employees who are eligible to be members of the bargaining
unit represented by CSEA.
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b. Staff shall be provided opportunities to participate in the formulation and development of
District policies and procedures which the Board determines, in consultation with Staff, has or
will have a significant effect on Staff.
c. Except in unforeseeable or emergency situations, the Board shall not take action on matters
significantly affecting Staff until is has provided Staff an opportunity to participate in the
formulation and development of those matters through appropriate structures and procedures as
determined by the Board.
4. Students
a. Students shall have the opportunity to participate in the formulation and development of
District policies which will have a significant effect on students, including the opportunity to
participate in jointly developing recommendations to the Board as enumerated in Title V.
b. Except in unforeseeable or emergency situations, the Board shall not take action on matters
significantly affecting students until it has provided students an opportunity to participate in the
formulation and development of those matters through appropriate structures and procedures as
determined by the Board.
c. The Board shall give reasonable consideration to any written recommendations or positions
developed by students regarding District policies and procedures pertaining to the hiring and
evaluation of faculty, administration, and staff.
5. Administration
a. Administration shall be provided opportunities to participate in the formulation and
development of District policies and procedures which the Board determines, in consultation
with Administration, has or will have a significant effect on Administration.
b. Except in unforeseeable or emergency situations, the Board shall not take action on matters
significantly affecting Administration until it has provided Administration an opportunity to
participate in the formulation and development of those matters through appropriate structures
and procedures as determined by the Board.
6. Rights and Responsibilities – Nothing in this policy shall be construed to impinge on the rights
and responsibilities of the Governing Board, the Chancellor and administration, or on the rights
of faculty, staff, or students, not to detract from any negotiations or negotiated agreement
between collective bargaining agents and the Board of Trustees as to how they will consult,
collaborate, share, or delegate among themselves the responsibilities that are or may be
delegated to the Academic Senate or to staff by this policy.
7. Status of DLC – The DLC shall only have the powers and duties set forth in these policies and
procedures or applicable law and regulations. The DLC shall not be a legally constituted entity.
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