Procedure 1.09.01

Part 1. Propose

To establish consistent practices for creating and operating college-wide standing committees.

Part 2. Definitions

Standing Committee Charter: Document that addresses a standing committee’s mission, responsibilities, meeting frequency, composition, and member expectations.

Standing Committee Sponsor: Administrator appointed to a standing committee.

Standing Committee Chair: College employee responsible for broadly coordinating the committee work, setting the agenda, determining meeting frequency, and facilitating meetings.

Representative Member: A member of the college community who represents a certain perspective or group identified within the standing committee’s charter. This may include, but is not necessarily limited to, representation of bargaining units, students, various departments or divisions, or subject matter expertise relevant to the standing committee.

Part 3. Proposing and Establishing a Standing Committee

1. Any member of the college community may propose the formation of a new standing college committee.
2. The proposal is presented to a member of the President’s Council or the committee initiator brings a brief proposal to the President’s Council. The proposal must include a draft standing committee charter that outlines the rationale for the new standing committee, including the proposed mission, responsibilities, and a list of potential benefits for the college community.
3. New standing committees must be approved by President’s Council by a simple majority.
4. If a new standing committee is approved, President’s Council will appoint an administrator to serve as the sponsor, based on the standing committee’s purpose and content.
5. The composition of the committee should be outlined in the standing committee charter at the formation of the committee. Standing committees may be made up of representative members, subject matter experts, and/or stakeholders. While it is expected that all committees will have representative members, the composition of the committee should be designed to fit the responsibilities, outcomes, and deliverables expected of the standing committee.

Part 4. Responsibilities

1. The Office of Institutional Effectiveness maintains a master list of standing committees, the charter/charge document for each committee, and the current membership of each standing committee.
2. The committee sponsor ensures committee work is aligned to the mission, vision, and values of Minneapolis College. The sponsor ensures the work of the committee supports the strategic direction of the College.
3. The standing committee chair or chairs will ensure meeting agendas and minutes are prepared and posted in a timely manner. The committee chair or chairs will also provide a list of current membership (and their respective aligned representation if relevant) to Institutional Effectiveness by October 1st of each fall semester.
4. The standing committee charge, agendas, and minutes will be posted in a shared location as designated by the President’s Council, viewable by the College community.
5. Standing committee meetings are open to observers and invited guests, but participation in the meeting is limited to the members of the standing committee unless a guest/observer at a meeting is invited by the chair to provide input.
6. If a representative member does not start or discontinues attending meetings, the chair will notify the appointing body for that seat and offer that body the opportunity to appoint a replacement for that member.
7. Each standing committee shall meet a minimum of two times during the academic year.

Owner(s) Title: Associate Vice President of Academic Operations and Institutional Effectiveness

Date of Adoption: 10/19/2015

Date of Implementation (if different from adoption date): N/A

Date Last Reviewed: 4/22/2023 (Limited Review)

History and Subject of Revisions: 4/22/2023 (Limited Review), 2/29/2023 (Limited Review), 5/20/2021 (Comprehensive review, simplified committee processes, added definitions and procedure purpose.)

Regulatory Authority (e.g. Minnesota State policy, federal or state law):  Minnesota State Board Policy 3.30; Minnesota State Board Procedure 3.30.01