I. Purpose
A. This Shared Governance Procedure (“Procedure”) establishes the process and structure for implementing the Shared Governance Policy (“Policy”).
B. Shared governance engages institutional constituencies to offer informed and timely input on policy development and decision-making concerning strategic planning matters that impact how the College meets its mission, vision, values, and goals.
II. Scope and Applicability
A. This Procedure applies to all members of the College community, including the Board, Faculty, Staff, and Students.
B. This Procedure addresses the role of the Board of Trustees, the Administration, each Constituency Group, Academic Forum and Council, and college-wide committees and task forces, within the Shared Governance process. It recognizes that certain areas of authority within college governance and policy are set by Federal and State law, Board bylaws, and/or negotiated labor contracts, and as such, they fall outside the scope of this Procedure.
C. To the extent that the College Manual, a Constituency Group Charter, or Academic Forum Charter conflicts with this Procedure, this Procedure supersedes such documents.
D. Where a collective bargaining agreement (CBA) applies, the terms of the CBA shall govern to the extent they conflict with this Procedure.
III. Definitions
A. All capitalized terms in this Procedure have the meanings provided in the Policy.
B. All other capitalized terms in this Procedure have the following meanings:
1. Academic Forum Committees include the standing and ad hoc committees of Academic Forum as described in the Academic Forum Charter.
2. Affinity Group is a group of employees as defined in the Academic Forum Charter.
3. Committee Charge means a document that establishes a College-Wide Committee or Task Force and includes the title of the College-Wide Committee or Task Force, including whether it is Ad Hoc or Standing; the purpose of the Committee; the duties to be performed; the membership by position or Constituency Group; the term length for members; and the Decision Maker to whom recommendations will be made.
4. Committees collectively refer to Academic Forum Committees, College-Wide Committees, Constituency Group Committees, and Task Forces.
5. Constituency Group Committees include the standing and ad hoc committees of the TFO, ASO, PSSO, and/or SGA.
6. Decision Maker is the employee or group of employees who have the authority to approve, modify, or decline a recommendation from a College-Wide Committee, Task Force, Constituency Group, Academic Forum, or Academic Council.
7. PVPL is the Provost/Vice President of Learning.
8. Recommendation is a document submitted to a Decision-Maker by the Committees, through the Chair(s), or the Constituency Group president, that provides a proposal related to strategic planning matters that impact how the College meets its mission, vision, values, and goals, within the scope of Shared Governance, as described in the Policy and this Procedure.
9. Representative is an Employee or Student who is responsible for speaking for and communicating with the members of their respective Constituency Groups, Affinity Groups, or offices or departments when serving on an Academic Forum Committee, College-Wide Committee, Constituency Group Committee, or Task Force.
10. Supervisor is the College employee to whom the Employee directly reports.
IV. College-Wide Committees and Task Forces
A. Establishing a College-Wide Committee or Task Force
1. College-Wide Committees or Task Forces shall be established by the president and the administration as required for the efficient operation of the college. They may be appropriate for issues that impact multiple divisions of the College and/or have impact on more than one (1) Constituency Group.
2. Constituency Group Presidents, the Academic Forum Chair, Associate Vice Presidents, Executive Directors, and Deans or higher must submit a Committee Request Form to establish a College-Wide Committee or Task Force to PVP in writing, including a draft Committee Charge and a description of how the need is not being served by existing structures.
3. The President, in consultation with PVP, will approve, modify, or decline the Committee Request Form in writing.
B. Membership
1. If a College-Wide Committee or Task Force is approved, the President, in consultation with PVP, will appoint the members or request nominations for members from Constituency Groups or Affinity Groups. Once appointed, the members will be referred to as Representatives.
2. The President, in consultation with PVP, will assign a Chair(s) for each College-Wide Committee or Task Force or state that Chair(s) will be elected from the membership at the first meeting.
V. Academic Forum and Academic Council
A. Academic Forum, as more fully described in the Academic Forum Charter, may make recommendations regarding Academic Matters and Academic Regulations through the Academic Council, and/or through its Committee, as set forth below:
1. Recommendations regarding the development, revision, or discontinuation of Academic Regulations shall be made in accordance with applicable College policy and/or procedure.
2. Recommendations regarding additions, modifications, and deletions to the College’s programs of study must be made to the PVPL, and are subject to approval by the President, and the Board. When required, such additions, modifications, and/or deletions must be submitted for approval by the Maryland Higher Education Commission and/or Middle States Commission on Higher Education.
3. Recommendations regarding the development, revision, or discontinuation of policies and procedures related to Academic Matters must be made in accordance with the Policy and Procedure on Development of Policies and Procedures.
4. Recommendations regarding any other Academic Matter must be made to the PVPL and are subject to ultimate approval by the PVPL and the President.
a. The PVPL will consult collaboratively with the Academic Forum or Academic Council.
b. The PVPL will approve, modify, or decline the recommendation. The PVPL’s, in consultation with the President, decision is final and further discussion or reconsideration will not be possible.
5. In the event that a Recommendation on an Academic Matter generates or requires an action before Academic Forum or Academic Council, the PVPL and the President shall abstain from voting.
B. Requests for Recommendations on Academic Matters from the President or PVPL
1. The President and/or the PVPL may submit a request for recommendation to the Chair for the Academic Forum, to review a specific Academic Matter and make recommendations.
2. Upon receipt, the Academic Forum Chair will assign the request to the Academic Forum, Academic Council, or an Academic Forum Committee and, in consultation with the President and/or PVPL, will provide a deadline for the recommendation to be submitted to the Academic Forum Chair.
3. Upon receipt of the recommendation, the Academic Forum Chair will submit the recommendation to the President and/or PVPL for review.
4. The President and/or PVPL will approve, modify, or decline the recommendation. The President and/or PVPLs decision is final and further discussion or reconsideration will not be possible.
5. In the event that a Recommendation on an Academic Matter generates or requires an action before Academic Forum or Academic Council, the PVPL and/or President shall abstain from voting.
C. Recommendations from Constituency Groups
1. Each Constituency Group may make recommendations to the President on Shared Governance matters that fall within the respective membership responsibility and fall outside of the scope of any bargaining unit contract, in accordance with applicable College policies and procedures.
2. The President or designee will consult collaboratively with the Constituency Group President.
3. The President will approve, modify, or decline the recommendation. The President’s decision is final and further discussion or reconsideration will not be possible.
4. Constituency Group presidents shall recognize that not all topics are Shared Governance Concerns, and thus may not be appropriate for recommendation to the President.
5. The president of the Constituency Group should refer issues that have limited impact on the Constituency Group to the department or office that handles that issue, as follows:
i. If the Constituency Group president receives information regarding a concern that impacts an individual member or a few members of a Constituency Group, the Constituency Group president will refer the individual or members to the applicable College policy or procedure concerning personnel matters, grievances, or complaints.
ii. The Constituency Group president shall not place individual employee or student matters on Constituency Group meeting agenda and is responsible for redirecting any discussions regarding such matters that arise at a Constituency Group meeting.
D. Requests for Recommendations to Constituency Groups from the President or Vice Presidents
1. The President and/or a Vice President may submit a request for a recommendation to the president of a Constituency Group for the Constituency Group and/or one of its Committees to review a specific issue and make recommendations.
2. Upon receipt, the president of the Constituency Group will determine an appropriate method to obtain feedback for its Constituency Group members and, in consultation with the President or Vice President who submitted the request, will provide a deadline for the recommendation to be submitted.
3. Upon receipt of the recommendation from the Constituency Group, the president of the Constituency Group will submit the recommendation to the President or Vice President who made the request.
4. The President or Vice President who made the request will approve, modify, or decline the recommendation or may consult with PVP. The President and/or Vice President’s decision is final and further discussion or reconsideration will not be possible.
VI. Communication Regarding Shared Governance Recommendations
A. Communication through the governance structure is essential for a functional system of Shared Governance.
B. All Constituency Group presidents and College Wide Committee or Task Force Representatives, regardless of their position at the College, may give input; share ideas, concerns, or information; and help develop recommendations.
C. The Shared Governance structure is not a forum for raising personal issues or complaints, and Representatives should refer such matters to other College policies and procedures designed to address such issues.
VII. Decision-Making
A. Shared Governance provides structures through which the input, feedback, and recommendations from Constituency Groups and Committees will be given consideration by the Decision Maker.
B. It is important to understand that the Shared Governance structure is not the management structure of the College.
C. The President, in consultation with the vice presidents, shall determine whether a particular decision is subject to the Shared Governance Procedure or falls within the authority of a College policy or procedure, or a particular Employee, department, or division. The President’s decision is not appealable or grievable.
D. Unless otherwise stated in a policy, procedure, or approved Committee Charge, Constituency Groups and Committees make recommendations to a Decision Maker, and are not independent decision-making bodies.
E. The Decision Maker for recommendations concerning Academic Matters is the PVPL, subject to final approval by the President, or designee.
F. The Decision Maker for recommendations concerning all other matters within the scope of Shared Governance shall be the President or designee.
VIII. Expedited Decision Making
A. In some circumstances, decisions may need to be made more quickly and in a manner that may not allow for extended consultation through the Shared Governance structure, including but not limited to:
1. The need for immediate compliance with applicable law, regulations, or notice from a regulatory agency, accreditor or other oversight entity;
2. Identification of a potential adverse impact to a time-sensitive College strategic project or initiative or College operations;
3. Identification of a gap or omission or conflict with another decision that creates immediate risk or vulnerability for the College; and/or
4. Identification of an unanticipated significant negative impact on the College if a decision is not made.
B. While the need for agility and flexibility are important, the College is committed to seeking input as is appropriate under the circumstances.
Policy Title: Shared Governance Procedure
Policy Category: General
Policy Owner: President
Policy Administrator: Provost/Vice President for Learning
Contact Information: tcmillner@aacc.edu; 410-777-2332
Approval Date: February 6, 2025
Effective Date: March 12, 2025
History: Previously contained in the College Manual
Applies to: All College employees, trustees, and students
Related Policies: Shared Governance Policy
Related Procedures: Constituency Group Procedure
Forms/Guidelines: N/A
Relevant Laws: