1. Serving on a Council or Committee
Step 1 Committee
Step 2 Council
Step 3 President & Board
Serving on a Council or Committee
Professional Development Workshop
Presented by Marla Allegre and Jessica Parker

2. What is Shared Governance?
Step 1 Committee
Step 2 Council
Step 3 President & Board
There is a difference between administrative and operational decisions:
Operational decisions are routine, established processes essential to day-to-day operations and do not typically involve consultation unless there is a change, question, or violation of established process (i.e., employee evaluation process).
Administrative decisions deal with the function of the institution, including consultation with affected individuals or groups (i.e., staff prioritization list).
Shared governance is the consultation process used to make administrative decisions.
The Councils and Committees Pathways to Decisions (CCPD) is the manual created in 2009 to describe in detail our process and procedures for shared governance.

3. Why do we have Shared Governance?
Is Allan Hancock College required to have shared governance?
Yes, minimum standards are set in the Education Code (AB 1725) and Title 5 ( , , 53203). AHC has defined our process in Board Policy 2510, and the Brown Act (Government Code 54950) guarantees the public’s right to attend and participate in meetings.
The idea of shared governance is embraced by AHC as a way to hear a variety of opinions, ideas, and expertise, and to give employees and students the ability to affect how the school runs.
What about collective bargaining?
Collective bargaining affects wages, benefits, and working conditions, but not the policies or procedures of the administrative operation of the college. Shared governance and collective bargaining can and will overlap, sometimes when a decision reaches a council, it becomes clear the effects are negotiable, and the bargaining units are asked to step in (i.e., a change in health care provider).

4. Participation vs. Consultation
Step 1 Committee
Step 2 Council
Step 3 President & Board
Education Code ensures the right to participate effectively and provide consultation to the Board.
“Participate Effectively” means shared involvement in the decision making process by faculty, staff, and students. It does not imply total agreement and does not require the same level of participation of all constituencies. The advice of the participants is recommendation only; the final decision rests with the Board of Trustees.
Collegial Consultation is the part of the Education Code and Title 5 that directs the Board of Trustees to delegate authority and responsibility to the Academic Senate when adopting policies and procedures on academic and professional matters (i.e. “10+1”). The Board of Trustees relies primarily on the advice and judgment of the Academic Senate, and may reach mutual agreement by written resolution, regulation, or policy, as specified BP The recommendations by Academic Senate are usually accepted; only in exceptional circumstances are they overturned.

5. Types of Shared Governance
Step 1 Committee
Step 2 Council
Step 3 President & Board
Types of Shared Governance
Councils
Shared governance bodies that include representation from all constituencies. They recommend and review district policy and procedures, and are co-chaired by administrators and Academic Senate-appointed faculty, due to the Senate’s special role in collegial consultation. Councils may convene committees, taskforces, advisory groups, or working teams.
Committees
Have relevant campus representation and a functional focus, they make recommendations based on their area of expertise. Standing committees report to a particular council.
Taskforce
Established by councils or committees to temporarily address a specific task or project. Members are chosen based on their relationship to the process, expertise, or ownership of potential solutions or outcomes.
Gordon Rivera is currently the only CSEA co-chair, with Rob Senior on the Sustainability Committee. Phil Hamer chairs the Web Services Committee.

6. Types of Shared Governance continued
Step 1 Committee
Step 2 Council
Step 3 President & Board
Types of Shared Governance continued
Advisory Group
A group of individuals who have been selected to help advise a program or service. They may be formed to support grant objectives, legal requirements, or special programs (i.e.,: Staff Benefits, Student Complaint).
Working Team
A group of employees that work semi-autonomously on recurring tasks (i.e., Department Chairs, Scholarship).
Council Committee
Taskforce = Advisory Group = Working Team

7. Councils & Their Committees
Step 1 Committee
Step 2 Council
Step 3 President & Board
Councils
Committees
College Council
None
Budget Council
Institutional Advancement
Facilities Council
Art on Campus*
Safety
Sustainability
Human Resources Council
Diversity/EEO
Professional Development
Institutional Effectiveness Council
Enrollment Management
Student Learning Council
Basic Skills
Distance Learning
Learning Outcomes & Assessment
Student Services Council
Calendar
CAST*
Grade Review*
3SP and Student Equity
Outreach
Technology Council
Banner Steering
ONESolution Steering
TAC
Web Services
*No CSEA representative

8. Constituencies in Shared Governance
Step 1 Committee
Step 2 Council
Step 3 President & Board
How many constituency groups are there? 8
Academic Senate, Administrators, Management Association, Supervisory/Confidential, ASBG, CSEA, Faculty Association, Part-Time Faculty Association.
Are all 8 constituencies represented in all types of governance?
No. The councils are the only shared governance bodies and thus must have representation from all 8 constituencies. Other groups (committee, taskforce, etc.) can be any combination of representation required to complete a task.
Do councils and committees have to report their activities?
Yes, for purposes of accreditation and transparency, councils and committees are expected to publicly post their agendas, notes, and annual goals.
Agendas and minutes are posted to the public website (Notes> Institutional Planning)

9. What does good shared governance look like?
Step 1 Committee
Step 2 Council
Step 3 President & Board
Indicators of good shared governance:
Efficient communication - consistent communication across campus
Access to information - information is available, updated, and understandable
Defined function – decision making processes are well defined, formalized, and agreed- upon
Institutional evaluation – proven effectiveness, established parameters, clear reporting structure
The language of shared governance
Consensus – The middle ground in decision making between total assent and total disagreement. Reaching consensus implies that the majority accept and support the decision, and understand the reasons for moving the item forward. Quorum must exist, and the note taker must include any reservations, disagreements, or abstentions by voting members.
Quorum – An agreed upon minimum number of representative in attendance required to do business. In the CCPD, 50% of the voting members +1.
Ex-Officio Members – Individuals who are members by virtue of their position or function and its relevancy to the charge of the council/committee. They have the right to participate and have a voice in all actions, but their agreement is not required to reach consensus.

10. Roles in Shared Governance
Step 1 Committee
Step 2 Council
Step 3 President & Board
Board of Trustees
The final voice in the District, their task is to set policy.
Superintendent/President
The chief representative of the Board, he has the responsibility to use shared governance in decision making and the right to reject or modify any recommendations.
Administrators
Serve as the president’s cabinet and communicate policies and procedures to operational staff in their areas. Appointed to shared governance bodies by the president.
Management Association
Represents all classified and academic administrators (with exception of Director HR). Not a bargaining unit.
Associated Student Body Government
Elected representative body of the student population, they appoint representatives to councils and committees. Students are consulted on grading policies, codes of conduct, academic discipline, curriculum, institutional and budget planning, student preparation and success, and student fees.

11. Roles in Shared Governance continued
Step 1 Committee
Step 2 Council
Step 3 President & Board
Faculty
Academic Senate advises the Board in curriculum, degree/certificate requirements, grading, program development, processes for budget and institutional planning, faculty roles and faculty professional development. They also appoint faculty to councils and committees. Faculty Association, like CSEA, is a collective bargaining unit that represents full-time faculty. Part-Time Faculty Association (PFA) is the FA’s counterpart representing all part-time academic employees.
Classified Employees
Classified employees are consulted on staff roles in shared governance and accreditation, classified professional development activities, instruction and instructional policies and decisions, and participation in the hiring and evaluation process. CSEA is the exclusive representative for classified employees and makes appointments to councils and committees to represent members’ interests. Supervisory/Confidential employees are not part of the CSEA bargaining unit and appoint their own council and committee representatives. This small constituency meets several times a year to discuss issues that directly affect them and to report on shared governance council and committee participation.

12. Expectations of Representatives
Step 1 Committee
Step 2 Council
Step 3 President & Board
What your council /committee expects:
Read the council/committee description.
Review the council/committee goals from the prior year.
Review the council/committee report of accomplishments, challenges, and suggestions from the previous year.
Review the agendas and notes from the previous year, especially from the last meeting before you attend.
Complete assignments associated with the council/committee’s work in a timely fashion.
What your constituency group members expect:
Active participation and attendance at all meetings. If you are unexpectedly unable to attend a meeting, you should arrange to have a substitute attend in your place.
Communication of the council/committee’s work to the membership, by or at meetings.
Communicating the membership’s ideas, recommendations, and concerns to the council/committee.
Act in a respectful and professional manner; you are representing the entire group, not just one person

13. Council Meeting Dates & Times
Step 1 Committee
Step 2 Council
Step 3 President & Board
Week
Monday
Tuesday
Wednesday
Thursday
Friday
1st
College Council
2:30-4:30
IEC
2:30-4:00
2nd
Budget Council
Student Learning
Council
Facilities Council
10:00-11:30
Student Services
1:00-2:30
Technology Council
3rd
4th
10-11:30
HR Council

14. Questions?
Step 1 Committee
Step 2 Council
Step 3 President & Board