The responsibilities of the College Meeting (referred to as The Meeting) are:
- to discuss, formulate and recommend to the President major academic matters,
- to communicate items of common interest to the various constituencies of The Meeting.
The responsibilities of The Meeting do not include and cannot abridge:
- decisions from the Department of Higher Education and Board of Trustees,
- contractual matters of the Agreement between the Department of Higher Education and the Massachusetts Community College Council,
- items specifically within the jurisdiction of each governance component, i.e., Student Senate, academic departments, Faculty Professional Committee, President’s Cabinet, Support Staff Association, and administrative offices.
The voting membership will consist of full-time faculty, full-time professional staff, administrative staff, the five executive officers of the Student Senate, one student from each standing committee (Adopted March 27, 1995), the three officers of the Support Staff Association, one support staff member from each standing committee (Adopted October 28,1996), two members at-large from the part-time faculty and staff, and one part-time faculty and staff member from each standing committee (Adopted December 9, l996).
Attendance by all voting members is expected. Fifty (50) members shall constitute a quorum. (Adopted by College Meeting May 10, 1999)
4. Meeting Schedule
There will be regular monthly meetings during the academic year, held on Mondays from 2:00–3:15PM as follows: The first Monday of the month, College Meeting; the second Monday, Committee meetings; the third Monday, Committee meetings; the fourth Monday, Department meetings. In the case of a Monday holiday or school closing, College Meeting will be held the second Monday (if necessary); committees should determine a convenient time to meet and/or consider using alternate means (i.e., live streaming, teleconferencing, or email) to encourage full committee participation. (Adopted April 12, 2004, Amended September 19, 2011; Revised April 1, 2019)
Upon the request of any ten members of The Meeting or the President of the College, the Chairperson will call a special College Meeting as soon as conveniently possible. If a special College Meeting will interfere with the academic schedule of the College, the Chairperson will request approval from the President before scheduling it. Special meetings and changes in the time of regular meetings are announced by the Chairperson. Any administrator or faculty member who cannot attend the meeting must request permission of the President. Robert’s Rules of Order will be the basis for the conduct of The Meeting.
A Chairperson of The Meeting will be elected annually at the last regularly scheduled meeting of the academic year; nominations will occur at the preceding meeting.
The Chairperson’s duties are:
- to preside at The Meeting;
- to appoint a Parliamentarian;
- to prepare the agenda of The Meeting which normally will be published and distributed at least two work days prior to the meeting;
- to supervise all nominations and elections of The Meeting;
- to call special sessions of The Meeting;
- to review minutes for accuracy prior to publication;
- to write necessary correspondence for The Meeting;
- to carefully explain parliamentary procedure which may seem complex and intimidating;
- to perform such other functions as The Meeting assigns;
- to maintain a written record of all action items passed by the College Meeting and approved by the President;
- to forward recommendations of The Meeting to the President for appropriate disposition and,
- to attend general meetings of the Support Staff Association as an ex officio member.
6. Action Procedure
The following procedures are for acting on the business (action items) of the College Meeting:
- Action items, especially those with any complexity, will be e-mailed to the membership in draft form two weeks in advance of the College Meeting in which they will be considered. Items submitted after that deadline may be placed on the following agenda by the Chairperson.
- The membership will respond to the draft via e-mail during the next week so that the maker(s) of the motion can deal with obvious problems and suggested corrections. The College Meeting should not be the place for word-smithing.
- The maker(s) of the motion will have the final draft available to the membership via e-mail on the Friday before the College Meeting.
- If it becomes obvious during the College Meeting that the motion needs more work, it can be sent back to the originator.
Effective and efficient participation in College Meeting debate will be encouraged by:
- Introducing and encouraging the use of basic parliamentary tools (introducing main motion, amendments, ways of disposing of a main motion, request for information, point of order, appeal, and decision of the chair).
- Reviewing basic parliamentary processes by the Chairperson or the Parliamentarian at one meeting early in the academic year.
- Reviewing fundamental ideas about professional conduct in College Meeting (criticizing ideas is encouraged; criticizing colleagues is forbidden) by the Chairperson or the Parliamentarian at one meeting early in the academic year.
- Distributing a College Meeting Procedures Manual, issued by the Steering Committee, to all members.
- Offering as an agenda item for the last College Meeting of the year an open discussion of College Meeting effectiveness during the year.
The time for each Administrative Report at College Meeting will be limited to ten minutes. Time used by “guest” speakers will be part of the allotted time; the Chairperson is empowered to suspend the rule when necessary, subject to a vote by the membership.
If any individual or committee has a lengthy report, they are encouraged to report in writing to the Meeting without editorializing or embellishment. (Approved December 9, 1996)
The time for each Administrative Report at College Meeting will be limited to ten minutes. Time used by “guest” speakers will be part of the allotted time. (Approved at College Meeting December 14, 2009)
7. Recording Secretary
A recording secretary will be provided for The Meeting by the administration. A record of each meeting will become the official minutes for the session they cover, following approval by the College Meeting, and will continue to be kept in the President’s Office available to members of The Meeting.
All action items passed by the College Meeting will become effective when the President signifies approval by signing the official vote provided by the secretary of the College Meeting. The President will notify the membership of his or her action as part of his or her regular report to the College Meeting. A written record of all action items passed by the College Meeting and approved by the president shall be maintained by the Chairperson of the College Meeting.
8. Standing Committees
Standing committees are formed by the College Meeting to help carry out the various operations of the College. Membership to standing committees of The Meeting is appointive, each constituency being responsible for its own appointments (Student Senate for students, FPC for all faculty and part-time professional staff, Support Staff Association for support staff, and the President for administrators and full-time professional staff). The membership of each constituency will be broadly based and will reflect the comprehensiveness of the College. Standing committees report their activities regularly to the College Meeting, and make recommendations to The Meeting concerning major educational policy for consideration and action as needed.
Chairpersons of standing committees will be determined by the committee membership (which will vote for the chairperson at the first meeting of the academic year). For the first meeting of the academic year, where necessary, the Chairperson of the College Meeting will assign a convener for each standing committee.
There are two categories of standing committees: Business Committees, which review and recommend business to the College Meeting; and Advisory Committees, which act in an advisory capacity with specific, limited tasks. Business committees report monthly to the College Meeting, Advisory Committees report to the College Meeting as needed.
Committee Terms: The College instituted staggered three-year terms (with the possibility for a one-time consecutive appointment) for College Meeting committees, except for committee membership where participation is part of a person's job. (Approved College Meeting, December 10, 2018)
The following are the Standing committees with a brief description and the membership make-up of each:
Academic Policy and Standards: Responsible for evaluating matters related to educational philosophy, academic policy and academic standards, and for making reports and appropriate recommendations for action on these matters.
Composition: Vice President of Academic and Student Affairs, four faculty, one adjunct faculty or part-time professional staff member preferred/ faculty member, one student, one support staff, one other administrator/professional staff. ADVANTAGE Program Director or designee (ex officio). (Approved May 10, 1999; Revised Nov. 17, 2008)
Academic Technology: Provide unified guidance and direction for the development of technology in concert with the evolving needs of the college, its students and faculty.
Composition: Assistant Vice President of IT, IT Core Services Director, Dean of Mathematics, Science, Business & Technology, Associate Dean of Online and Blended Learning (ex officio), one Library representative, six full-time faculty, one adjunct faculty or part-time professional staff member preferred/faculty member, one support staff and one student. (Approved May 10, 1999; Revised Dec. 10, 2001, Nov. 17, 2008, Sept. 21, 2015)
Assessment: Assesses the effectiveness of the Institutional Learning Outcomes; gathers data to meet the College Meeting’s goal of “Data-driven decision-making;” reports findings to College Meeting.
Composition: Vice President of Academic and Student Affairs or designee, Director of Institutional Research and Planning or designee, one full-time faculty member from each academic department, one professional staff member, one support staff member, representative of the Registrar, one adjunct faculty or part-time professional staff member preferred/faculty member, one student (Approved March 19, 2012)
College Readiness and Success: Actively examines evidence of Cape Cod Community College student success, review student retention and completion literature and best practices, and provide policy and practice recommendations to College Meeting. Analysis goes beyond technical prerequisites and CPT/Accuplacer. Makes recommendations to the Dean of Learning Resources & Student Success, and to the College Meeting concerning any developmental offerings of the College. (Revised December 11, 2017)
Composition: Dean of Learning Resources & Student Success, Director of the ADVANTAGE Program or designee, Director of Advising and Counseling Services or designee, Director of Student Placement and Career Planning or designee, Director of the O’Neill Center for Student Access and Support or designee, Academic Coordinator for academic support services, one faculty from each department, one adjunct faculty, one part-time professional staff member, one support staff member, one student (Revised April 8, 2013; revised December 11, 2017)
Counseling and Advising: Makes recommendations to the Dean of Enrollment Management and Advising Services, the Director of Admissions, the Vice President of Academic and Student Affairs, and the College Meeting on matters of counseling, advising and admissions.
Composition: Director of Advising and Counseling Services or designee, Director of Admissions, Director of the ADVANTAGE Program or designee (ex officio), Director of the O’Neill Center for Student Access and Support or designee, one counselor, three faculty, two students, one support staff member, one adjunct faculty or part-time professional staff member preferred/ faculty member. (Approved September 11, 2000; Revised Nov. 17, 2008)
Curriculum and Programs: Approves and recommends course and program additions and deletions, or changes in existing programs, and conducts periodic reviews of courses and programs. The committee operates in accordance with the statement of policies and procedures headed “Introduction of New Courses and Programs” in the Academic Policy and Procedures Manual, and implements such changes in philosophy and policy as have been approved by the College Meeting and the President of the College.
Composition: Vice President of Academic and Student Affairs or designee (Non-voting), One Academic Dean (Non-voting), One Professional Library Staff Member, Seven Faculty – one from each academic department, One Adjunct Faculty or Part-time Professional Staff Member Preferred/Faculty Member, One Support Staff, Registrar or Representation from the Registrar’s office, Advisor/Transfer Counselor, One Student. (Approved May 10, 1999; Revised Nov. 17, 2008; Revised Nov. 16, 2009)
Developmental Education: (Approved September 11, 2000; Revised Nov. 17, 2008; Dissolved December 11, 2017)
Institutional Research and Planning: Assists the President and the Vice Presidents in leading institutional planning processes; facilitates communication in planning processes and institutional research between and among the administration, the faculty and staff, and the various departments and committees; conducts an annual review of the DHE Implementation Plan and the College’s own multi-year Strategic Plan; reviews, and makes recommendations regarding outcomes assessment reports prepared by the various academic departments, administrative units, and professional and support staff work areas; makes recommendations to College Meeting on the adoption and revision of annual and multi-year plans. (Revised February 11, 2002)
Composition: Director of Institutional Research and Planning, four faculty, one adjunct faculty or part-time professional staff member preferred/ faculty member, one student, one support staff, two other administrator/professional staff. (Approved October 16, 2000; updated February 26, 2007 College Meeting; Revised Nov. 17, 2008; Revised April 8, 2013; Revised September 12, 2016)
Affirmative Action: The committee shall act as a policy advisory body to the President in all matters concerning affirmative action and equal opportunity. Specific responsibilities of the Committee may include, but are not limited to, the following:
- Advise and assist the President and the Affirmative Action Officer in developing, implementing and evaluating the College's Affirmative Action Program;
- Recommend changes in the programs or policies;
- Represent the concerns of all employment areas of the College as these concerns relate to equal opportunity;
- Be informed about the rules and procedures of the College as well as federal and state laws and regulations governing affirmative action and equal opportunity;
- Meet as necessary, but not fewer than two (2) times a year; and
- Help sensitize and educate the College community regarding the affirmative action issues facing higher education and the larger society and to help broaden understanding of diversity in our society as well as to encourage behaviors appropriate to a pluralistic society.
(Approved May 10, 1999; May 6, 2019)
Composition: At least seven (7) members not more than twelve (12) representative of faculty, administrators, non-teaching professionals, classified staff and students. The Committee shall include protected classification representation. The members shall be appointed by the President. The Affirmative Action Officer shall be an ex-officio member of the committee. (Approved May 10, 1999; Revised Nov. 17, 2008, Sept. 21, 2015; May 6, 2019)
Financial Aid and Scholarship: (Approved May 10, 1999; Revised Nov. 17, 2008; Dissolved December 10, 2018)
Honors: Serves as an advisory committee to the College Meeting. The committee will report to the Vice President for Academic and Student Affairs and submit an annual report to the President and the College Meeting. The mission of the Honors Committee is to continuously develop and maintain honors offerings and an Honors Program.
Composition: Honors Program Director (or acting director), Vice President for Academic and Student Affairs, at least one member of the academic professional staff, (e.g., Director of Coaches & Mentors, or Director of Advising and Counseling or designee, or Transfer Advisor, or Librarian), four full time faculty members from at least three different programs; one support staff; one adjunct faculty or part-time professional staff member preferred/ faculty member and one student. Phi Theta Kappa advisor, Phi Theta Kappa president will serve as ex officio members if they are not otherwise members. (Approved November 19, 2001; Revised Nov. 17, 2008)
Inclusion, Diversity, Equity, and Access: Leads the College campus by raising important issues related to inclusion, diversity, equity, and access. The committee will create, coordinate, and implement initiatives and programs aimed at developing an environment that recognizes, values, embraces, and welcomes all.
Composition: A representative of Student Services, Campus Life, faculty, professional staff, support staff, part-time faculty or professional staff, the ACCCESS program, and a student. The Vice President of Academic and Student Affairs would be a member ex officio.
Professional Development: Plans and executes social and professional activities designed to enhance college community life and to upgrade the professional skills of all those who work at the College. To that end, the committee will assist in the planning of all professional day activities during the Fall and Spring semester, and invite requests for disbursement of Professional Development funds, and make recommendations to the Vice President of Academic and Student Affairs.
Composition: Vice President of Academic and Student Affairs, Assistant Vice President of Human Resources (ex officio), four other administrators/professional staff, two support staff, one adjunct faculty or part-time professional staff member preferred/ faculty member, one student, four faculty. (Approved September 11, 2000; Revised Nov. 17, 2008; Revised March 18, 2013)
Steering: Helps The Meeting set semester agendas and advises elements of the governance structure on how to handle academic related matters efficiently. Implements the annual evaluation of the effectiveness of the governance process. During the summer period from June 1 until September 1, the Steering Committee may convene in lieu of the College Meeting to review and provide a recommendation to the President on timely matters relating to the charge of College Meeting and relevant committees. Any recommendations will be shared with the full College Meeting when convened in the Fall.
Composition: Vice President of Academic and Student Affairs, Chairperson of the College Meeting, Parliamentarian, Chairperson of the Support Staff Association, Chairperson of the FPC, President of the Student Senate. (Approved May 10, 1999; Revised Nov. 17, 2008; Revised May 7, 2018) (See also Department of Higher Education/MCCC Agreement.)
AD HOC COMMITTEES
College Meeting, within the scope of its responsibilities, has the right to establish ad hoc committees. Any member of College Meeting, or any standing committee thereof, may move the establishment of such a committee. When such a motion is brought to College Meeting for adoption, it shall contain the following:
- Statement of purpose for the committee.
- Length of time for the committee to exist.
- Schedule for and method of reporting to College Meeting.
- Evidence that the ad hoc committee will be different from or complementary to the purpose and work of any standing committee.
- Number of committee members to be appointed
Ad Hoc Committees, when established, shall be broad-based in their representations; said appointments to be made by the President, the Faculty Professional Committee, the Support Staff Association, and the Student Senate for their respective constituencies. An ad hoc committee shall cease to exist when its specific task assigned by College Meeting has been completed.
The College Forum (Adopted May 9, 1978)
The function of the College Forum is to informally discuss issues of common concern, including issues arising in a College Meeting.