Shared Governance - October 10, 2001

I. Policy

Consistent with the policies of the Board of Regents, it is the policy of Georgia Perimeter College that decisions should be made in consultation with those affected, that participation in governance bodies should be broad-based, and that communication with respect to decision-making should be available to the entire College community. Georgia Perimeter College recognizes the value of diverse opinions in decision making and pursues its mission in an atmosphere of shared governance and open communication. Faculty, staff, and administrators recognize their shared accountability for the performance of the College in carrying out its mission. All members of the College community must be accountable for their roles and responsibilities.

II. The Organization of Shared Governance

In order to implement shared governance, the College has instituted two types of college-wide policy-recommending and policy-reviewing bodies: employee based and functional area based. Employee-based bodies serve as the representative forum for categories of employees and include the following:

  1. Faculty Senate
  2. Support Staff Assembly
  3. Professional and Administrative Staff Assembly
College-wide functional area bodies include:
  1. Academic Affairs Policy Council
  2. Student Affairs Policy Council
  3. Institutional Effectiveness Policy Council
  4. Administrative Services Policy Council
  5. Human Resources Policy Council
  6. Information and Instructional Technology Policy Council

To review the recommendations of the nine governance bodies listed above and to ensure college-wide oversight, consistency in policies, and adherence to the College's mission, the College has established a single, college-wide, representative policy, the College Advisory Board. Recommendations from the Senate, Assemblies, and college-wide Councils are submitted to the College Advisory Board for review and consideration. The President of Georgia Perimeter College receives recommendations from the College Advisory Board and makes final decisions on all College policies and regulations.

III. Membership, Method of Selection, Terms of Service, and Officers of Shared Governance Bodies

In order to ensure broad participation by the College community, faculty, staff, and students may not serve on more than one governing body, except for those holding non-rotating membership on a governing body by virtue of position.

College Advisory Board

The College Advisory Board comprises non-rotating members and rotating members. The non-rotating members include:

  1. President
  2. Vice President for Academic Affairs
  3. Vice President for Student Affairs
  4. Executive Vice President for Financial and Administrative Affairs
  5. Provost/Clarkston
  6. Provost/Dunwoody
  7. Provost/Lawrenceville
  8. Provost/Decatur-Rockdale
  9. Faculty Senate Chair

The rotating members shall be selected for two-year terms, except that two original faculty members and one original staff member shall serve one-year terms in order to provide for staggered service. The student member shall serve a one-year term. The rotating members include:

  1. Faculty Member/Clarkston
  2. Faculty Member/Dunwoody
  3. Faculty Member/Lawrenceville
  4. Faculty Member/Decatur-Rockdale
  5. Support Staff/College-wide
  6. Professional and Administrative Staff Member/College-wide
  7. Student/College-wide
  8. Professional and Administrative Staff Member/College-wide
  9. Student/College-wide

The Faculty members shall be elected by Faculty members (nine-month instructional faculty, library faculty, and counselors holding academic rank) on each campus. The P & A Staff member shall be elected by P & A Staff college-wide (positions designated as P & A under Regents personnel classification) The Support Staff representative shall be elected from among Support Staff college-wide (positions designated as Staff under Regents personnel classification). The Student member will be appointed by the Asst. VP for Enrollment Mgmt and Student Affairs. The President shall chair the College Advisory Board.

Faculty Senate

The membership, method of selection, terms of service, and officers of the Faculty Senate are set by the approved Bylaws of the Senate.

Professional and Administrative Staff Assembly

The Professional and Administrative Staff Assembly consists of twelve members: three from Clarkston Campus, three from Dunwoody Campus, two from Lawrenceville Campus, two from Decatur/Rockdale, and two from District staff. Members shall be elected from among P & A Staff employees on each campus for two-year terms, except that one of the original members from each campus shall serve a one-year term in order to provide staggered service. District members shall be elected from among District P & A staff employees college-wide for two-year terms, except that one of the original District members shall be elected for a one-year term to provide staggered service. The members from any campus shall not be members of the same department. The Assembly shall select its own officers.

Support Staff Assembly

The Support Staff Assembly shall consist of twelve members: three from Clarkston Campus, three from Dunwoody Campus, two from Lawrenceville Campus, two from Decatur/Rockdale, and two from District staff. Members shall be elected from among Support Staff employees on each campus for two-year terms, except that one of the original members from each campus shall serve a one-year term in order to provide staggered service. District members shall be elected from among District Support Staff employees college-wide for two-year terms, except that one of the original District members shall be elected for a one-year term to provide staggered service. The members from any campus shall not be members of the same department. The Assembly shall select its own officers.

Academic Affairs Policy Council

The Academic Affairs Policy Council shall include non-rotating members and rotating members. The non-rotating members are as follows:

  1. Vice President for Academic and Student Affairs
  2. Senate Chair
  3. Assistant Vice President of Academic Affairs
  4. Assistant to the VP of A and SA/Director for Special Programs
  5. Assistant VP Continuing and Corporate Education
  6. Assistant Director for Institutional Effectiveness

The rotating members shall be selected for two-year terms, except that one-half of the original rotating members shall serve one-year terms in order to provide for staggered service. The Campus Academic Dean, the Student Service Dean and the Provost shall serve a one-year term. The student member shall serve a one-year term.. The rotating members are as follows:

1. Department Chair Clarkston
2. Department Chair Dunwoody
3. Department Chair Lawrenceville
4. Department Chair Decatur-Rockdale
5. Faculty Member/Clarkston
6. Faculty Member/Dunwoody
7. Faculty Member/Lawrenceville
8. Faculty Member/Decatur-Rockdale
9. Student Affairs Member
10. Financial Affairs Member
11. Academic Affairs Secretary
12. Instructional Technology Support Staff
13. Librarian
14. Academic Dean Services Dunwoody/Lawrenceville
15. Academic Dean Services Decatur-Rockdale/Clarkston
16. Deans of Student Services Dunwoody/Lawrenceville/Decatur-Rockdale/Clarkston
17. Provosts Decatur/Lawrenceville/Clarkston/Dunwoody
18. Students(4)

The Department Chairs and Coordinators shall be elected by Department Chairs and Coordinators on each campus. The Faculty members shall be elected by Faculty members (nine-month instructional faculty and counselors holding academic rank) on each campus. The Student Affairs and Financial Affairs representatives shall be selected by the Vice President of the appropriate areas. Campus representation shall rotate with each term. The Academic Affairs Secretary, the Instructional Technology Support Staff member, and the Librarian shall be elected by other Academic Affairs secretaries (all positions designated as secretarial in the Academic Affairs functional area), instructional technology staff (all P & A positions in the Learning Resources Media area and in the Academic Computing area), and librarians (all library faculty) respectively. Campus representation shall rotate with each election. The Campus Academic Deans, the Campus Student Service Deans and Provosts shall rotate among the campuses. The Student members The Student members will be appointed by the Asst. VP for Enrollment Mgmt and Student Affairs.. The Vice President for Academic and Student Affairs shall chair the Academic Affairs Policy Council.

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Student Affairs Policy Council

The Student Affairs Policy Council shall include non-rotating members and rotating members. The non-rotating members are as follows:

1. Vice President for Academic and Student Affairs
2. Assistant Vice President for Enrollment Management and Student Affairs
3. Director of Admissions
4. Director of Financial Aid
5. Director of Athletics

The rotating members shall be selected for two-year terms, except that one-half of the original rotating members shall serve one-year terms in order to provide for staggered service. The Campus Student Service Dean shall rotate among the campuses.

The Student member shall serve a one-year term. Members may not serve consecutive terms. The rotating members are as follows:

1. Faculty Member/Clarkston
2. Faculty Member/Dunwoody
3. Faculty Member/Lawrenceville
4. Faculty Member/Decatur-Rockdale
5. Support Staff College-wide
6. Support Staff College-wide
7. Academic Affairs Member
8. Financial Affairs Member
9. Student Affairs Professional Staff/Dunwoody-Lawrenceville
10. Student Affairs Professional Staff/Clarkston-Decatur/Rockdale
11. Dean of Student Services/Clarkston/Decatur-Rockdale
12. Dean of Student Services/Dunwoody/Lawrenceville
13. Deans of Academic Services/ Lawrenceville/Dunwoody/Clarkston/Decatur- Rockdale
14. Provosts/Lawrenceville/Clarkston/ Decatur-Rockdale/Dunwoody
15. Students (4)

The Faculty members shall be elected by Faculty members (nine-month instructional faculty, library faculty, and counselors holding academic rank) on each campus. The Student Affairs Support Staff representatives shall be elected from among Student Affairs Support Staff personnel. The Academic Affairs and Financial Affairs representatives shall be selected by the Vice President of the appropriate areas. Campus representation shall rotate with each term. The Student Affairs Professional Staff representatives shall be elected from among Student Affairs Professional Staff on the appropriate campuses. The Campus Student Service Deans, the Campus Academic Deans and the Provosts shall rotate among the campuses. The Student members will be appointed by the Asst. VP for Enrollment Mgmt and Student Affairs. The Vice President for Academic and Student Affairs shall chair the Student Affairs Policy Council.

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Institutional Effectiveness Policy Council

The Institutional Effectiveness Policy Council shall include non-rotating members and rotating members. The non-rotating members are as follows:

1. Director of the Office of Institutional Research and Planning
2. Assistant Director of Institutional Research
3. Assistant Director of Institutional Effectiveness

The rotating members shall be selected for two-year terms, except that one-half of the original rotating members shall serve one-year terms in order to provide for staggered service. The Student member shall serve a one-year term. The rotating members are as follows:

1. Faculty Member/Clarkston
2. Faculty Member/Dunwoody
3. Faculty Member/Lawrenceville
4. Faculty Member/Decatur-Rockdale
5. Support Staff/College-wide
6. Support Staff/College-wide
7. Academic Affairs P & A Staff
8. Financial Affairs P & A Staff
9. Student Affairs P & A Staff
10. Learning Resources P & A Staff
11. Information Technology P & A Staff
12. Student

The Faculty members shall be elected by Faculty members (nine-month instructional faculty, library faculty, and counselors holding academic rank) on each campus. The Support Staff representatives shall be elected from among Support Staff personnel college-wide. The Academic Affairs, Student Affairs, Financial Affairs, Learning Resources, and Information Technology representatives shall be selected by the Vice President of the appropriate areas. Campus representation shall rotate with each term.

The Student member will be appointed by the Asst. VP for Enrollment Mgmt and Student Affairs. The Director of the Office of Institutional Research and Planning shall chair the Institutional Effectiveness Policy Council.

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Human Resources Policy Council

The Human Resources Policy Council shall include non-rotating members and rotating members. The non-rotating members are as follows:

1. Director of Human Resources
2. Assistant Director of Human Resources
3. Assistant Director/ Ombudsman
4. Assistant Director/ Benefits and Staff Development
5. Executive Vice President for Financial and Administrative Affairs
6. Legal Counsel

The rotating members shall be selected for two-year terms, except that one-half of the original rotating members shall serve one-year terms in order to provide for staggered service. The rotating members are as follows:

1. Faculty Member/Clarkston
2. Faculty Member/Dunwoody
3. Faculty Member/Lawrenceville
4. Faculty Member/Decatur-Rockdale
5. Support Staff/College-wide
6. Support Staff/College-wide
7. Academic Affairs P & A Staff
8. Financial Affairs P & A Staff
9. Student Affairs P & A Staff

The Faculty members shall be elected by Faculty members (nine-month instructional faculty, library faculty, and counselors holding academic rank) on each campus. The Support Staff representatives shall be elected from among Support Staff personnel college-wide. The Academic Affairs, Student Affairs, Financial Affairs representatives shall be selected by the Vice President of the appropriate areas. Campus representation shall rotate with each term. The Director of Human Resources shall chair the Human Resources Policy Council.

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Administrative Services Policy Council

The Administrative Services Policy Council shall include non-rotating members and rotating members. The non-rotating members are as follows:

1. Director of Finance
2. Director of Plant Operations
3. Director of College Services
4. Director of Public Relations
5. Director of Protective Services
6. Executive Vice President for Financial and Administrative Affairs

The rotating members shall be selected for two-year terms, except that one-half of the original rotating members shall serve one-year terms in order to provide for staggered service. The Student member shall serve a one-year term. Members may not serve consecutive terms. The rotating members are as follows:

1. Faculty Member/Clarkston
2. Faculty Member/Dunwoody
3. Faculty Member/Lawrenceville
4. Faculty Member/Decatur-Rockdale
5. Support Staff/College-wide
6. Support Staff/College-wide
7. Academic Affairs P & A Staff
8. Student Affairs P & A Staff
9. Institutional Advancement Staff
10. Assistant Director of Information Technology
11. Student

The Faculty members shall be elected by Faculty members (nine-month instructional faculty, library faculty, and counselors holding academic rank) on each campus. The Support Staff representatives shall be elected from among Support Staff personnel college-wide. The Academic Affairs and Student Affairs representatives shall be selected by the Vice President of the appropriate areas. The Institutional Advancement staff shall be appointed by the Executive Assistant to the President for Advancement and External Affairs. The Student member will be appointed by the Asst. VP for Enrollment Mgmt and Student Affairs. The Executive Vice President for Financial and Administrative Affairs shall chair the Administrative Services Policy Council.

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Information and Instructional Technology Policy Council

The Information and Instructional Technology Council shall include non-rotating members and rotating members. The non-rotating members are as follows:

1. Assistant Vice President for Information Technology
2. Assistant to the VP of Academic and Student Affairs and Director of Special Programs
3. Director of IT/Academic Computing
4. Director of IT/Administrative Computing
5. Assistant Vice President for Academic Affairs
6. Executive Vice President for Financial and Administrative Affairs

The rotating members shall be selected for two-year terms, except that one-half of the original rotating members shall serve one-year terms in order to provide for staggered service. The student member shall serve a one-year term. The rotating members are as follows:

1. Faculty Member/Clarkston
2. Faculty Member/Dunwoody
3. Faculty Member/Lawrenceville
4. Faculty Member/Decatur-Rockdale
5. Support Staff/College-wide
6. Support Staff/College-wide
7. Academic Affairs P & A Staff
8. Student Affairs P & A Staff
9. Financial Affairs P & A Staff
10. Student

The Faculty members shall be elected by Faculty members (nine-month instructional faculty, library faculty, and counselors holding academic rank) on each campus. The Support Staff representatives shall be elected from among Support Staff personnel college-wide. The Academic Affairs, Student Affairs, and Financial Affairs representatives shall be selected by the Vice President of the appropriate areas. The Student member will be appointed by the Asst. VP for Enrollment Mgmt and Student Affairs. The Assistant Vice President for Information Technology shall chair the Information and Instructional Technology Policy Council.

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IV. POLICY OVERSIGHT RESPONSIBILITIES FOR SHARED GOVERNANCE BODIES

Consistent with Board of Regents policies, each of the governing bodies has oversight responsibilities with respect to specific policy areas:

1. The Faculty Senate has oversight responsibility for the establishment, modification, or discontinuance of any course, degree, or program, including a pilot program, and for matters dealing with the general welfare of the faculty.

2. The Support Staff Assembly has oversight responsibility for creating a communications network for Support Staff employees college-wide. To enhance the work atmosphere by developing procedural manuals, developing and implementing the Support Staff Development Program, creating professional development opportunities, creating a method to procure suggestions for SS college-wide and to enhance the general welfare of Support Staff employees.

3. The Professional and Administrative Staff Assembly has oversight responsibility for creating professional development opportunities, developing procedural manuals, creating a communications network for P&A employees college-wide, and to enhance the general welfare of P&A employees.

4. The Academic Affairs Policy Council has oversight responsibility for policies affecting the Academic Affairs personnel and the College's educational program not reserved for the Faculty Senate, including but not limited to faculty evaluation, promotion and tenure, faculty development, academic calendar, continuing education, dual enrollment, honors program, and learning resources.

5. The Student Affairs Policy Council has oversight responsibility for policies affecting Student Affairs personnel and the College's Student Affairs program, including but not limited to student activities, athletics, admissions and records, student conduct, orientation, advisement, registration, testing, recruitment, career counseling, financial aid, and disability services.

6. The Institutional Effectiveness Policy Council has oversight responsibility for policies affecting the College's Planning and Assessment program, including but not limited to strategic planning, institutional research, and institutional effectiveness.

7. The Human Resources Policy Council has oversight responsibility for policies affecting the College's Human Resources program, including but not limited to hiring, discipline and termination, fringe benefits, wellness, staff development, workforce diversity, grievance and mediation.

8. The Administrative Services Policy Council has oversight responsibility for policies affecting the infrastructure of administrative service delivery at the College, including but not limited to finance, facilities, protective services, auxiliary services, logistical services, public relations, development, alumni affairs, the policy manual and grants.

9. The Information and Instructional Technology Policy Council has oversight responsibility for policies affecting the College's technology infrastructure, including but not limited to academic computing, administrative computing, network services, distance learning, instructional media, and technology training.

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V. SHARED GOVERNANCE POLICY DEVELOPMENT, REVIEW, AND ADOPTION PROCESS

1. Policy Origination. Any student, faculty, or staff member of the College community; any department; any division; any campus; or any functional area may propose new policies or changes to existing policies. Proposals should be in writing and should be directed to the chair of the governing body with oversight responsibility for the proposed policy under consideration. If a policy proposal is misdirected, the chair will ask the College Advisory Board to forward it appropriately. Policy proposals may also be referred to the appropriate governing body by the President, by other officers of the College, by professionals with specific expertise in policy areas, and by the various operational groups of the College.

2. First Review and Recommendation. The Senate, Assembly, or Council will conduct the first review of policy proposals. The Senate, Assembly, or Council may reject the proposal, revise the proposal, endorse the proposal, forward the proposal for more appropriate consideration to another group, or take no action on the proposal. Depending on the subject matter, appropriateness, or time constraints, the Senate, Assembly, or Council may wish to seek broader input from the College community on the proposed policy. In a timely fashion, the Senate, Assembly, or Council will make a recommendation regarding the policy proposal to the College Advisory Board. The Senate, Assembly, or Council will make a written response to the originator of the proposed policy regarding its recommendation.

3. Second Review and Recommendation. The College Advisory Board will conduct the second review of all policy proposals. The College Advisory Board may reject the proposal, revise the proposal, endorse the proposal, forward the proposal to another group for further consideration and work, or take no action on the proposal. If warranted, the College Advisory Board may make a recommendation to the President. The College Advisory Board will make a written response to the Senate, Assembly, or Council regarding the disposition of the policy proposal.

4. Third Review and Final Action. The President will conduct the third review of all policy proposals. The President may reject the proposal, revise the proposal, accept the proposal, return the proposal to the College Advisory Board for further consideration and work, or take no action on the proposal. Consistent with Board of Regents policies, the President's decision on all College policies shall be final. The President will make a written response to the College Advisory Board regarding the final decision on the proposed policy.

5. Bylaws and Rules. The Senate, Assemblies, and Councils shall recommend Bylaws and Rules for their own governance, as well as amendments to Bylaws and Rules, through the same process described above for action.

6. Standing Committees. The Senate, Assemblies, and Councils may recommend to the College Advisory Board that Standing Committees or other Ad Hoc Committees be established in order to provide detailed advice on specific policy areas. The recommendation to establish a Standing Committee shall also include a recommendation about the selection of members.

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VI. SHARED GOVERNANCE RESPONSE TO DRAFT BOARD OF REGENTS POLICIES

Whenever the Board of Regents timeline permits, drafts of new Board of Regents policies distributed to institutions for response shall be referred by the President, depending upon subject matter, to the Senate, Assembly, or appropriate Council for a recommendation and response to the President.

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VII. INTERIM POLICIES AND EMERGENCIES

In response to an emergency, to a directive from the State or the Board of Regents, or to meet the immediate operational needs of the College, the President may find it necessary to waive a policy temporarily, to suspend a policy temporarily, to implement an interim policy, or to change a policy. In such cases, the President will explain the necessity for this action to the College Advisory Board. As soon as the President considers possible, the matter should be referred to the appropriate governing body for proper consideration through the normal process.

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VIII. MEETINGS AND RECORDS

Governing bodies shall hold regularly scheduled meetings. Unless otherwise established in their Bylaws, governing bodies shall meet at least twice each semester during fall, and spring semesters and once during summer session: September, October, November, January, February, April, May, and July. The chair may call more frequent meetings if necessary or cancel meetings if there are no agenda items. The meeting schedule of all governing bodies shall be published and all meetings shall be open to any member of the College community. Minutes shall be kept and distributed on the e-mail system; a copy shall be on file in the reserve section at each campus LRC; and summaries shall be published in The ORB.

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IX. CONSTITUENCIES AND REPORTING

The rotating elected members of the governance bodies represent the various parts of the College community that elected them. That is, for example, the four faculty members on the Academic Affairs Policy Council represent the faculty members on their campuses. Such a representative system requires that the entire community be kept informed of policy proposals under consideration. For this reason, the Provosts on each campus shall call at least one campus-wide meeting each semester to hear reports from the members serving on the various governing bodies. The Provosts may use these occasions to conduct other business if time permits and may call more frequent meetings if required. In addition to oral reports at the campus-wide meetings, members of the governance bodies are expected to keep the community informed through oral reports at division and department meetings, when appropriate, through e-mail, and through other written communication.

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X. SERVICE AND EVALUATION

In any year, only a limited number of new College policies will be proposed or existing policies revised. Therefore, service on one of the governance bodies will be considered a part of a member's service to the College. Active service on a governance body will be reflected in an employee's annual performance evaluations. Such service will not result in release time or extra compensation.

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XI. ELECTION OF MEMBERS

In the spring of each year, a call for self-nominations will announce the openings on the governance bodies for the coming year. Elections to the Senate shall be conducted according to the Bylaws of the Senate. If eligible* College employees may self-nominate for one or more vacancies. The Office of Institutional Research and Planning shall accept self-nominations and prepare the ballots for district and college-wide positions. The Provost will appoint a campus election committee **. This campus election committee will accept self-nominations and prepare the ballots for campus positions. The results of the campus election will be forwarded to the Office of Institutional Research and Planning. The person receiving the greatest number of votes shall be elected. If someone is elected to more than one vacancy, he or she shall have the choice of which to select. The position shall go to the next highest vote winner. If a vacancy still exists after the election, the Provost of appropriate VP will be asked to appoint a person to fill the vacancy. If a council or assembly member resigns or cannot complete the term, his or her replacement shall be the next highest vote total. If the vacancy cannot be filled in this manner, the Provost or appropriate VP will be asked to appoint someone. The Office of Institutional Planning and Research shall announce the election results. Vote totals will not be published. The Office of Institutional Research and Planning will assist the campus election committee by identifying employees eligible to self-nominate and creating the self-nomination forms. The campus election committee** will create the ballots and conduct the campus elections. (The initial election for the governance councils and assemblies occurred the Fall quarter of1996.)

* Eligibility - All fulltime employees serving below the executive administrative level at the College, an employee not currently serving on a council or assembly; and current council and assembly members whose terms will expire at the end of the summer session

** Campus Election Committee - appointed by each Provost consisting of at least (1) Faculty member, (1) P&A staff employee (1) Support Staff employee.

XII. INTERPRETATION

This new Shared Governance Policy obviously cannot anticipate every contingency or question. The President in consultation with the Vice Presidents and Provosts as it is initially implemented will resolve questions about interpretation of the Shared Governance Policy. Such questions will eventually be put before the governance bodies when revisions to the Shared Governance Policy are considered.

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XIII. ASSESSMENT

Like all College functions, Shared Governance must be evaluated. As part of this assessment, each governance body shall conduct an annual self-evaluation and forward this self-evaluation to the College Policy Board, along with any recommendations on improving the effectiveness and efficiency of the governance process.

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XIV. EFFECTIVE DATE

The governance structure became effective with the fall of1996 elections for the governance bodies. At that time, all existing governance committees and other such bodies ceased to exist.