College of the Marshall Islands

P.O. Box 1258 Majuro, Republic of the Marshall Islands MH

+692 625-3394

Executive Council

Role, Scope, and Authority

Academic Year 2016-2017

 

ROLE:

The Executive Council is an important governance body that provides advice and review on policy matters; essential communication channels across employee groups and to the administration and contributes to the college-wide planning process. The engagement of administration, faculty, staff, and students is needed to collectively develop CMI’s strategic goals and policies, enhance ownership of the decision-making process, create broad-based support for institutional decisions, and facilitate more effective implementation of the College’s mission. The Executive Council leads the production, revision, and dissemination of strategic plans, such as the Educational Master Plan, ensures the quality of planning documentation and the integration of college-wide planning components and processes.


The Executive Council, the Standing Committees, the Faculty Senate, the Staff Senate and the Student Body Association may propose policies and procedures arising from their authorized mandates and their approved role, scope, and authority documents.


Standing Committees will submit proposed policies and procedures to the Executive Council.


In matters appropriately delegated via an approved role, scope, and authority document, the primary roles of the Executive Council will be to guard against policy conflicts – especially regarding Board-approved policies; to assure those administrative roles, standing committees, and other governance bodies’ roles have not been usurped; and to integrate policy changes with strategic planning efforts. Where it is appropriate, the Executive Council will refer policy matters to the Board of Regents or one of its committees for consideration.

The Executive Council has the authority to veto proposals.


The Executive Council serves in an advisory role to the President on policies and other college issues on which the President may request input or advice.


The Executive Council is charged with observing and upholding the tenets of academic freedom.

 SCOPE:

The Executive Council is a standing committee of the College. It makes and recommends policy and procedural changes to the President and advises the President as requested on other college issues. The Executive Council is responsible for the development and delivery of the Educational Master Plan. The President shall be the convening officer for the Executive Council and the president (or designee) will preside over the Executive Council which shall meet not less than once a month.


Membership on the Executive Council shall be representative and be reviewed annually by the President at the beginning of each academic year. In addition to the President and executive level administrators, the Executive Council shall have one or more representatives selected by the Faculty and Staff Senates and the student body.

The committee shall consist of:

  • The President of the College
  • Vice President of Administration
  • Vice President of Academic and Student Affairs
  • CFO
  • Executive Director or Institutional Integrity and Effectiveness
  • Director of Human Resources
  • Dean of Academic Affairs
  • Dean of Student Services
  • Dean of Land Grant
  • Director of Arrak Campus
  • Director of Institutional Research
  • Director of Information Technology
  • Director of Physical Plant
  • Director of Safety and Security
  • One or two representatives chosen by Staff Senate
  • One or two representatives chosen by Faculty Senate
  • One or two representatives chosen by Student Body Association

A quorum shall consist of a simple majority of the voting committee membership.
Motions shall be passed by more than 50% of those present and voting.
The Executive Council meets year-round designated replacements may be needed during academic vacations.
Regular Meetings: Regular meetings shall be held on the first and third Wednesday of every month at 11:00 am during the Academic Year and on the first Wednesday of the month during Summer.
Special Meetings: Special meetings may be called by the President as necessary.

 

College Standing Committees.

The College Standing Committees shall be:

  • Assessment Committee – reports to the Executive Director of Institutional Integrity and Effectiveness (Executive Director of Institutional Integrity and Effectiveness ex officio member)
  • Budget Committee – reports to the Chief Financial Officer (CFO ex officio member)
  • Curriculum Committee – reports to the President of the Faculty Senate (Dean of Academic Affairs ex officio member)
  • Information Technology Committee -- reports to the Vice President for Administration (Director of Information Technology ex officio member)
  • Institutional Planning Committee – reports to the Vice President for Administration (Vice President for Administration ex officio member)
  • Human Resources Committee – reports to the Vice President for Administration (Human Resources Director ex officio member)
  • Plant and Facilities Committee – reports to the Vice President for Administration (Director of Physical Plant ex officio member)
  • Enrollment Management Committee-- reports to the Dean of Student Services (Dean of Student Services ex officio member)

Role, Scope, and Authority of Standing Committees: The reporting authority (listed above) will be responsible for the initial annual convening of each standing committee (usually the first meeting in August) and shall be known for this purpose as the “convening officer”. In cases where the convening officer holds an elective position and has not yet been elected, the presiding officer from the previous year shall temporarily fulfill this function at the start of the academic year.

Prior to the initial annual meeting, the committee’s convening officer shall create (and/or solicit as appropriate) a role, scope, and authority document which will include: functions that the committee serves; specific actions the committee is authorized to take as delegated from the President, the administration, the convening authority; and specific charges and/or agenda items for the year. The RSA shall take into consideration the remedial actions listed by the committee effectiveness/assessment report produced by the committee at the end of the previous school year.

At the initial meeting, the committee is charged with reviewing, revising, and approving the role, scope, and authority document for each year and ratifying the membership for the year. The Role, Scope and Authority document should be made available to the reporting authority and submitted it to the Executive Council for approval. It is recommended that approved Role, Scope, and Authority documents be posted on the College website.

Each committee may specify its own meeting times, frequency of meetings, and procedures.

At the end of each school year, standing committees shall produce an assessment report which lists the activities completed by the committee in respect to their RSA, the activities not completed, reflects upon the effectiveness of the committee, and suggests remedial actions which may be taken in order for the committee to be more effective in the coming year. These suggestions and this report shall be taken into consideration in the formulation of the RSA for the next year.

Ad Hoc committees – Ad hoc committees and task forces may be appointed by the President, Executive level administrators, the constituent governance bodies, or standing committee chairs as needed to address specific issues. Ad hoc committees and task forces are to be temporary committees that operate for a limited period of time with a specific and limited charge. If not otherwise specified, all ad hoc committees and task forces expire on July 1st.

Minutes: Annually, each standing committee will select one of their members as a recording secretary to keep minutes. A copy of the minutes will be provided to the Executive Director of Institutional Integrity and Effectiveness and the Website Administrator. The Database and Web Developer will be responsible for posting standing committee minutes.

The Executive Council, the Standing Committees, the Faculty Senate, the Staff Senate and the Student Body Association may propose policies and procedures arising from their authorized mandates and their approved role, scope, and authority documents.

Standing Committees will submit proposed policies and procedures to the Executive Council.

At the end of each school year, the Executive Committee shall produce an assessment report which lists the activities completed by the Executive Committee in respect to its RSA: the activities both completed and not completed, a reflection upon the effectiveness of the committee, and suggestions for remedial actions which may be taken in order for the committee to be more effective in the coming year. These suggestions and this report shall be taken into consideration in the formulation of the RSA for the next year.

 AUTHORITY:

Section 620.01 of the College General Administrative Policies
Section 620.01 of the General Administrative Policies provide for the establishment of the Executive Council, and standing committees, one of which is the (name of the committee). Prior to implementation of recommendations and proposals put forth by the (name of the committee), a document outlining these recommendations and proposals shall be submitted to the Executive Council for recommendation to the President of the College.

Standing Committee RSAs

Standing Committee Assessment Reports