Standing Committees

General Principles for Standing Committees

1. Committees are to study the administration of policy, to advise appropriate groups, and to recommend policy changes for consideration and/or formal action by the faculty on those matters under each committee’s charge.
2. Each committee chair is to submit a written report to the Office of Academic Affairs by the end of the spring semester. These reports, with any needed redactions, are also posted on the Faculty Resources web area. Each committee should keep minutes listing at least the members present and absent, the matters discussed, and formal actions taken at each meeting.
3. Ex officio representatives of administrative offices are appointed to committees by the appropriate Vice President and begin service on the committees in the fall of the academic year for which they are appointed. Ex officio members of committees have full committee privileges, including voting, except where explicitly noted in the committee’s membership list.
4. At-large faculty members of committees are nominated by the Committee on Committees (CoC) during spring semester for the following year and elected by the faculty. Members of the Council on Academic Policy (AP) are elected for three-year terms, and members of the CoC are elected for two-year terms. Both of these elections use a modified Hare balloting system. Although the elections are held concurrently, ballots for AP are tallied first and those newly elected are eliminated from consideration in the current election to the CoC.
   
   

             a. Faculty members with voting privileges are eligible for election to AP and CoC. Eligible faculty members are to notify the Office of Academic Affairs by the last day of the first full week of classes of the spring semester if they do not wish to be considered for election.

             b. As soon as is practically possible after the last day of the first full week of classes of the spring semester, the Office of Academic Affairs distributes nomination ballots to all members of the voting faculty. Each nomination ballot includes the names of all faculty members who are both eligible and willing to serve on the committee. With the exception of one-year or one semester replacements, members rotating off the committee are not included on the ballot. Each voting faculty member can nominate up to two candidates listed on the ballot. The top 25 candidates in terms of the number of votes they have received then go forward into the election round proper. If fewer than 25 candidates are nominated, all candidates nominated advance to the election round. In the event of a tie for the last qualifying ranking, all the candidates so tied go forward, provided that such candidates received at least two nominations.

             c. As soon as is practically possible after the conducting of the nomination round, the Office of Academic Affairs distributes the Hare ballots in order to conduct the election proper. Voting faculty rank order the candidates on the ballot, and the election proceeds according to the procedure outlined in paragraph “d.”

             d. The number of votes necessary for election is determined by dividing the total number of ballots by one more than the number of candidates to be elected and taking the whole number next larger than the result. For example, if 63 ballots were cast and two candidates were to be elected, the formula would be:

                  (i) 63 ÷ (2+1) = 21

                  (ii) the next whole number larger than 21 is 22

   Thus, a successful candidate must receive 22 votes to be elected. In the initial tabulation of the ballots, each ballot is counted for the “first choice.” If a candidate receives at least 22 first-choice votes, he or she is declared elected, and 22 of the ballots used to elect the candidate are randomly chosen, set aside, and not counted again. Any additional first-choice votes for the successful candidate are then transferred to the “second choice” on those ballots. If a candidate receives at least 22 first and second choice votes, he or she is declared elected. If, after the ballots have been counted through for the first time, only one or no candidate has received at least 22 votes, the director of the count declares defeated the candidate(s) with the least number of first-choice votes. These ballots are then transferred to the second choices. If the election is not complete, the remaining candidate(s) with the lowest number of votes is (are) declared defeated, and those ballots are transferred to the next choices if they still need votes to be elected. Eventually two of the candidates will have at least 22 votes. In the case of a tie for the last person to be elected, the candidate assigned the most ballots in the first round shall be declared the winner. If the candidates are tied in the first round, the one with the most ballots in the second round shall be declared the winner. If necessary, this process continues into subsequent rounds until the tie is broken.

             e. As soon as is practically possible after the completion of the vote counts the Office of Academic Affairs informs the faculty of the election results.

5. During spring semester the Student Senate elects student members to the various committees on which students begin serving in the following fall semester.
6. No person shall hold more than one position on a given committee.
7. Recommendations for changes in the charges and/or memberships of the committees are made to the faculty by the CoC.
8. The President of the College is an ex officio member of all standing committees except the College Conduct Council. The Provost is an ex officio member of all standing committees.
9. In absentia ballots or proxies may not be used in faculty meetings or in committee meetings. Members must be present to vote.
10. For a committee to conduct official business, a quorum must be present. A quorum consists of a simple majority of the membership, including ex officio members but excluding the President of the College and the Provost.
11. Each full-time faculty member shall typically serve on no more than one standing collegiate committee; exceptions are considered by the CoC. Before assignments are made, the CoC provides an opportunity for faculty to give preferences on standing committee assignments and to explain any relevant workload issues involving other committee or administrative commitments. Normally, faculty members shall be assigned to committees for staggered three-year terms.
12. When a proposal is brought before a committee, it should be considered in a timely fashion and a formal action should be taken within a reasonable time-frame, within the same academic year, if possible. The annual report to the Office of Academic Affairs by the chair of the committee should include an account of any proposals pending before the committee. Such pending proposals should be given high priority in the subsequent year and will be acted upon before the end of that academic year.
13. If a faculty member elected to either AP or CoC is unable to serve, the first vacancy is filled by the first runner-up in the most recent election of faculty members to the respective council/committee; the second vacancy is filled by the second runner-up; each subsequent vacancy is filled in the same rank order. In case of a tie among the runners-up, the tie is broken in the manner described in paragraph 4(d). If the list of runners-up is exhausted, a lottery among eligible members of the faculty is held.
14. The Faculty select three finalists from which the Board of Trustees select a faculty representative to the Board to serve one three-year term. Terms begin in the fall semester following the faculty elections. The election of the finalists occurs every three years during the spring semester—starting with Spring 2012. The faculty representative also serves as a non-voting ex officio member of AP. The criteria for finalist candidates include:

• The candidates must have tenure.
• The candidates must not have a dual staff or administrative appointment other than as department or program chair.
• If elected, the faculty member must not take a sabbatical during the term of office.
• Current elected members of AP or current Area Chairs are eligible to be candidates. However, if selected, the faculty must resign the other position. Replacements are made according to the policy in item 13.

The election will follow similar rules to that of the other elected faculty positions.

• Early in November of an election year, the CoC chair polls eligible faculty members to provide an opportunity for faculty to remove themselves from consideration.
• Late in the fall semester of an election year, the CoC chair sends ballots to all voting members of the faculty. The ballots include the names of all eligible, willing faculty members.
• The voting method is approval voting. Therefore, faculty completing a ballot should mark each candidate whom the faculty member approves of serving in this position. The names of the three candidates with the most votes are sent to the Board for final selection of a representative.
• Once a faculty representative is chosen, the other faculty elections continue in the usual way at the beginning of the following spring semester.

Standing Committee Descriptions and Memberships

Committee on Academic Advising
     Advisory to the faculty. Recommends programs, policies, and procedures relating to organization and development of the academic advising program of the College. Works in appropriate ways with other campus services, offices, and individuals to enhance academic advising for Hendrix students.

     Membership:     

Committee on Academic Appeals

     Hears and rules on appeals regarding decisions by the Office of Academic Affairs concerning interpretations of, or exceptions to, rules, procedures or decisions governing registration in courses and the management of academic records. The Committee does not hear appeals concerning grades (other than I or W). This committee also serves as the appeals committee for the Academic Integrity Policy.

     Membership:

Committee on Academic Assessment

     The Committee on Academic Assessment assists with the development, monitoring, and evaluation of annual assessment plans and student learning goals for the College’s academic program including departments, programs and general education.

     Membership:

Committee on Academic Integrity

     The Committee on Academic Integrity has jurisdiction over all alleged violations of academic standards as described in the College’s Statement of Academic Integrity. The committee follows the procedural guidelines as described in the Statement of Academic Integrity. A minimum of two faculty members and two student members is required to hold a formal hearing. Hearing groups are formed by the chair from the available committee members.

     Membership:

Council on Academic Policy

     Advisory to the President on all matters of common concern. Meets regularly with the President and reports regularly to the faculty. Plans programs, reviews recommendations, and coordinates activities involving academic matters. Sets the agenda for faculty meetings. Makes recommendations to the faculty on matters not under the jurisdiction of other committees, such as academic calendar, schedule of classes and examinations, graduation requirements, and programs for academic and faculty development.

     Three committees are formed from the membership of the Council. The six faculty members elected at-large by the faculty by secret ballot constitute a Committee on Academic and Professional Concerns. The members of this committee represent the faculty in advising the Council on Academic Policy concerning academic issues, both current and future. The Committee also serves as a hearings committee and considers all matters of professional concern, particularly those relating to academic freedom, promotion, tenure, and retention. This committee selects its chair from its membership.

     The Provost, Associate Provost for Academic Affairs, and Area Chairs (appointed to staggered 4-year terms) constitute the Committee on Faculty. CoF is advisory to the Provost and the President on matters of faculty appointments, retention, promotion, tenure, and retirement. The Provost is the non-voting chair of CoF and the Associate Provost for Academic Affairs serves as Area Chair for faculty librarians. The Area Chairs and the Associate Provost for Faculty Development constitute the Committee on Faculty Grants, which allocates funds for faculty development and faculty travel. The Associate Provost for Faculty Development serves as the non-voting chair of this committee.

     Membership:

Athletic Advisory Committee

     Advisory to the NCAA representative and to the Hendrix Athletic Director. Reviews policies and makes recommendations to appropriate College officials concerning the Hendrix intercollegiate athletic program.

     Membership:

College Conduct Council

     The College Conduct Council has jurisdiction over serious breaches of the College’s standards of student conduct and over all student misconduct which does not fall under the responsibility of the minor disciplinary hearing panel or an administrative hearing body. The Council also serves as the appellate group for decisions made by a minor disciplinary hearing board or an administrative hearing body. A minimum of two faculty members and two student members is required to hold a formal hearing. Hearing groups are formed by the chair from the available committee members.

     Membership:

Committee on Committees

     Recommends to the faculty the organization, structure, and functions of standing committees to which faculty members are to be named. Nominates to the faculty the committee chairs and faculty membership assignments.

     Membership:

Committee on Curriculum

     Makes recommendations concerning curriculum to departments, areas, and the faculty. Receives reports and requests from departments and areas concerning revisions in course offerings and requirements for majors and minors; forwards such reports with recommendations to the faculty.

     Membership:

Committee on Diversity Concerns

     Advises the faculty and administration on issues relating to the promotion of a community that welcomes and supports diversity, including but not limited to racial, ethnic, gender, sexuality, and religious diversity.

     Membership:

Committee on Enrollment and Financial Aid

     Recommends to the faculty and interprets policies concerning recruitment, admission/readmission, and retention of students. The committee is advisory to the Office of Admission and to the Office of Financial Aid.

     Membership:

Committee on Engaged Learning

     Advises the Odyssey Director on policies and procedures for the operation of the Odyssey Program, including establishment of criteria for Odyssey credit not connected to regularly taught courses. Reviews and recommends to the Committee on Faculty requests from students and faculty for the funding of proposed Odyssey projects. Assists faculty members in the development of new Odyssey experiences, including new courses for proposal to the Curriculum Committee for Odyssey credit. Assists the Director in coordinating policies and the program’s interactions with related offices. Hears student appeals on Odyssey credit decisions.

     Membership:

Committee on Honorary Degrees

     Receives and reviews recommendations for honorary degrees and makes nominations in accordance with provisions of the Bylaws of the College. The Committee may, in recognition of rare and outstanding service in causes consistent with the ideals of the College, recommend to the faculty collegiate commendation of organizations beyond the campus. The following criteria for honorary degrees were approved by the Board of Trustees in February, 2004:

• Outstanding accomplishment in the honoree’s chosen field; national status wherever appropriate;
• Potential as a role model and inspiration to students; the honoree embodies the humanitarian goals of the College;
• Some tie to Hendrix, Arkansas, or this region of the country that makes recognition especially fitting.

     Membership:

Committee on Honors

     Recommends to the faculty policies regarding honors programs, including the Honors Convocation. Coordinates and promotes applications for the various post-baccalaureate awards by serving as the liaison between the faculty and the campus representatives for such scholarships and fellowships as Rhodes, Fulbright, Watson, Truman, Goldwater, and Marshall. Serves as the screening committee for candidates for post-baccalaureate awards.

     Membership:

Committee on International/Intercultural Studies

     Advisory to the faculty. Recommends policy and procedures regarding international and intercultural study. Aids in the advising of international students. Advertises and evaluates programs of international or intercultural study. May assist in recommending students for international study.

     Membership:

Committee on Student Life

     Advisory the Office of Student Affairs. Works in conjunction with the Office of Student Affairs and the Student Senate in recommending and evaluating the various policies and programs of the College involving student activities, including discipline, orientation of new students, student-faculty relations, recreation, residential living, off-campus housing, student government and organizations, student media, health services, and campus center.

     Membership:

Committee on Teacher Education

     Designs, reviews, evaluates and recommends to the faculty policies and programs related to the education and certification of students preparing to teach in the elementary and secondary schools.

     Membership: