Steering Committee Request for Reassigned Time 2023-24

Senate Committee Reassigned Time Request 2023-2024

 

24 hours

 

No change in hours from 2022-2023; following is enumeration of SC officer duties. Following that is enumeration of Committee on Course and Standing, Committee on Admissions, Committee on Committees, and Curriculum Committee chairs’ duties in justification of their disbursement.

 

 

Steering Committee Chair

Requesting four hours yearly reassigned time

(Not all duties are strictly apportioned among SC officers; there is much overlap and sharing of responsibilities)

 

Participate in Strategic Operational Planning

 

Bring all Senate operations back to in-person quorum

            Educate Committee Officers

            Attend meetings to communicate need

 

Consult with Administration on new online student/faculty certification processes

 

Chair Budget Advisement Committee

            Receive and review documents from CFO

            Prepare Agendas, minutes, reports

 

Attend meetings

            Monthly Agenda meeting

            Chair monthly Senate meeting

            Weekly Steering Committee

            At least once a semester attend a meeting of selected Senate Committees for

            oversight

            Senate Committees Chairs and Secretaries meeting

            CAPC meetings

            CUNY governance meetings

            Faculty meetings

 

Maintain appropriate boundaries regarding faculty responsibilities and administration of its areas

            Mentor junior faculty in College and University governance

            Correspond with UFS on governance matters

            Guide junior faculty in assuming leadership positions

 

Oversee Senate committees

            Educate committees on online committee work/voting

            Serve as governance resource for Senate committees

            Collaborate with CoC on faculty and student appointments to committees

            Consult with Senate committee chairs and secretaries on procedure

            Oversee accuracy of Senate committee website

            Actively encourage student participation in governance

            Oversee preparation of Senate committee guides

            Oversee preparation and distribution of Senate committee Annual Reports

            Track Annual reports for past and present actions

 

Oversee Committee on Curriculum efforts to stabilize operations/update voting system

 

Maintain formal communications channels between Administration and Faculty

            Organize, schedule, and chair annual meeting of Administration and senate   committee chairs

            Arrange meetings with administrative liaisons to follow up on committee       actions

            Respond to emails and take appropriate action

            Collaborate with SC secretary and Administration to prepare Senate meeting            agendas

 

Assessment

            Collaborate with SC vice chair and secretary in Senate Effectiveness    assessment (create and administer surveys, focus groups, etc)

            Review, document and summarize data from previous year’s Committee        Assessment

 

Coordination with OAA

            Collaborate on any policy issues

 

Ad hoc consultation

            Any Senate committee officer or member needing guidance or assistance

            Any SC member needing guidance or assistance

 

Preparation

            Develop and maintain working knowledge of college bylaws and governance plans, parliamentary procedure, CUNY policies, Senate committee charges,   history, procedures

 

Supervision

            Oversee all work of Steering Committee

           

For elections and committee selection, train new STO Mark Chropufka on below:

 

• Prepare the timeline for the CoC Chair with the timeline for all committee selections and votes (nomination form emails and ballot emails) that will be occurring in the spring
• Update the emails and documents from the previous years that went out to the faculty and CLTs
• Email Liza Larios and Debbie DiBattista to tell them which lists of employees and with what information needs to be entered into the committee database and the BigPulse voting system
• Run the Faculty Senate Members-at Large election in BigPulse
• Run the CLT Senate Members-at Large election in BigPulse Update the email list in Outlook
• Update the email list by Workfront request

 

To maintain the communication and organization for the above requires a commitment of five to seven hours a week on average.

 

 

Steering Committee Vice Chair

Requesting four hours yearly reassigned time

(Not all duties are strictly apportioned; there is much overlap and sharing of responsibilities)

 

Participate in interface with new administration

            Acclimation to QCC shared governance processes

 

Facilitate online meeting processes

            Improve voting processes

            Educate faculty on all aspects

            Liaise with STO to set up and administer meetings

 

Consult with Administration on any short- and long-term changes to teaching modalities

 

 

Attend meetings

            Monthly Agenda meeting

            Monthly Senate meeting

            Weekly Steering Committee

            At least once a semester attend meeting of selected Senate Committees

            Senate Committees Chairs and Secretaries meeting

            CAPC meetings

            Budget Advisement committee meetings

            CUNY governance meetings

 

Oversee Senate committees

            Participate in online meeting/voting education

            Prepare annual Charges Forms

            Consult with Senate committee chairs and secretaries on procedure

            Oversee accuracy of Senate committee website

            Maintain lists of Senate Committee officers and members for assessment and                       communication

            Oversee preparation of Senate committee guides

            Oversee preparation and distribution of Senate committee Annual Reports

 

Assessment

            Collaborate with SC vice chair and secretary in Senate Effectiveness    assessment (create and administer surveys, focus groups, etc)

            Review, document and summarize data from previous year’s Committee        Assessment

 

Coordination with OAA

            Collaborate on any policy issues

 

Ad hoc consultation

            Any Senate committee officer or member needing guidance or assistance

            Any SC member needing guidance or assistance

 

Preparation

            Develop and maintain working knowledge of college bylaws and governance             plans, parliamentary procedure, CUNY policies, Senate committee charges,   history, procedures

To maintain the communication and organization for the above requires a commitment of five to seven hours a week on average.     

 

           

Steering Committee Secretary

Requesting four hours yearly reassigned time

(Not all duties are strictly apportioned; there is much overlap and sharing of responsibilities among the Steering Committee members)

 

Attend meetings as posted by the Chair

 

Working knowledge of college bylaws and governance plan as described by Chair

 

Gather Senate Agenda Materials on-going

• Communicate with Registrar on getting candidates for graduation for June, August, and January
• Communicate with several committee chairs to get appropriate documentation ready for senate meetings –reminding them of due dates, or of using templates, posting to websites
• Vet the documents coming in for ADA compliance and for appropriate presentation – convert to pdfs
• Create Agenda and send out agenda and materials (making sure all materials have appropriate file names and headers) to college community
• Upload Agenda and related documents onto to the college website via Cascade
• Write minutes during Senate meetings – keep tracks of vote
• Obtain data (attendance, votes, and list of names on how Senators voted)
• Maintain Senate Steering Committee website – members, monthly reports, current agendas, updated senate policies

 

Letters of recognitions

• Send out letters of recognition to incoming and outgoing committee members of the Standing committee of the Academic Senate.
• Send out letters of recognition to incoming and outgoing Senators
• Send out emails to new Steering Committee Designees (SCD)
• Send out letters to students – senators, and on committees

 

Create (in collaboration with other offices) the Academic Senate Calendar

Agenda materials due dates, agenda meeting dates with the President, and Senate Meeting dates.

 

Address College related issues with administration

Mediate between faculty (standing committees issues) and administration

 

Collaborate with:

Steering Committee members to assign SCD, assessment of committees, committee issues, faculty issues

FEC on college related issues

 

Senate Technology Officer

No hours requested this year -- as a HEO, STO Mark Chropufka is ineligible for Reassigned Time

 

Before each monthly meeting (8 times in an AY):

       Below to be updated with easier polling system

• Prepare six senate roster posters
• Install the month’s clicker software on the podium PC
• Test the control clicker to make sure voting will run during the meeting
• Open all of the items of the senate agenda in browser tabs
• Open any documents that were given to the Steering Committee after the agenda was posted on the QCC website

 

During each monthly meeting (8):

• Run all votes that occur during the meeting
• Scroll through the website tabs on the podium PC to display the current agenda item
• Type ballot names into Word on the podium PC for any live elections

 

After each monthly meeting (8):

• Manage online/in-person voting to make sure the votes are recorded
• Make copies of that month’s files for the Senate Secretary and for myself
• Rename and copy files to finalize that month’s folder and prepare the next month’s folder

 

Whenever Senate roster changes

• Update the spreadsheets and files in the folder for the next Senate meeting

 

Work with the Committee on Committees (CoC)

• Meet with the CoC Chair to remind him of his duties as they pertain to the STO

 

Write annual report

 

Supervise and facilitate all online operations of Academic Senate

 

 

Committee on Course & Standing Chair

Requesting 1.5 hours yearly reassigned time

 

Review online meeting processes post COVID

            Improve voting processes

            Educate members on all aspects

 

Coordinate and attend committee on course & standing meetings.

• Discuss issues pertaining to scholastic requirements for graduation, retention standards, probationary limits, and grading systems.
• Review individual student appeals for late withdrawals.
• Review individual student appeals for retroactive withdrawals.
• Review Medical/mental health withdrawals (in conjunction with the Office of Health Services and Counseling Center.)
• Evaluate students’ probation status and those eligible for academic dismissal.
• Review appeals for those academically dismissed for consideration of immediate re-admission

 

Address committee on course & standing issues.

• Prepare new members for service on the committee.
• Review and revise committee guide.
• Review and revise student appeal form.
• Meet with students to discuss the outcome of their appeal,
• Meet with admissions committee s to discuss any items of common interest and concern
• Attend other committee meetings to discuss the role and function of CCS.
• Develop objective criteria for evaluating students’ probation status and those eligible for academic dismissal.

 

Address committee on Course & Standing issues with administration

Mediate between faculty (Committee on Course and Standing issues) and administration. For example: fresh start or grade forgiveness policy

 

Admissions Committee Chair

 

Requesting 1.5 hours yearly reassigned time

 

Review online meeting processes post COVID

            Improve voting processes

            Educate members on all aspects

 

Coordinate and attend Admissions meetings.

• Discuss issues pertaining to scholastic requirements for graduation, retention standards, probationary limits, and grading systems.
• Review and summarize individual student appeals for readmission prior to meetings

 

Review student appeals during January term

• Seek committee input when needed

 

Review urgent student appeals between scheduled committee meetings

 

Address Admissions Committee issues.

• Prepare new members for service on the committee.
• Review and revise committee guide.
• Review and revise student appeal form.
• Coordinate meeting times with Committee on Course and Standing to streamline appeals process, as readmission often depends on WU reversals
• Meet with students to discuss the outcome of their appeal,
• Meet with Course and Standing committee s to discuss any items of common interest and concern
• Attend other committee meetings to discuss the role and function of Admissions.
• Develop objective criteria for evaluating students’ readmission

 

Address committee issues with Admissions Office

Graduation and retention rates of readmitted students, for example

 

Curriculum Committee Chair

Requesting six hours yearly reassigned time

 

Review online meeting processes post COVID

            Improve voting processes

            Educate members on all aspects

 

 

• Cognizant of the Bylaws of the Academic Senate and of the Curriculum Committees guidebook – especially in the procedural aspect of making curricular changes to current curricula and courses, the creation of new curricula and courses, and graduation requirements
• Maintain open communications with certain parties (i.e., Steering Committee, Office of Academic Affairs, Department Chairs) to assist with the procedures making these changes
• Maintain updated materials for any individuals or decision-making bodies at the college, university, BOT, and state legislative levels who will examine and approve any curricula changes (web documents, forms, etc.)
• Manage communication between Curriculum Committee and parties submitting curricula changes, including outcomes of votes and reasons behind those outcomes
• Write up an Annual Report and as needed monthly reports (all voted-on curricula changes) to present to the Academic Senate
• Facilitate all committee operations to online modality

 

 

Committee on Committees Chair

Requesting three hours yearly reassigned time

Review online meeting processes post COVID

            Improve voting processes

            Educate members on all aspects

 

 

• Cognizant of the Bylaws of the Academic Senate and of the Committee on Committees guidebook – especially in the procedural aspect of conducting elections and adhering to a strict timeline.
• Maintain open communications with certain parties (i.e., Steering Committee, Department Chairs, Committee Chairs, Office of Faculty and Staff) to assist with the procedures of nominating individuals when conducting specific elections.
• Coordinate, prepare, maintain, and address all issues pertaining to Senate membership. Conduct the following elections:
  • Faculty at large
  • CLT
  • HEO
  • Adjuncts
  • Steering Committee Chair, Vice Chair, & Secretary
  • Senate Technology Officer
  • Parliamentarian
• Coordinate, prepare, maintain, and address all issues pertaining to the membership of Standing Committees of the Academic Senate. Conduct elections by presenting a committee slate to the Academic Senate.
• Manage any nominations by petition to Standing Committees
• Coordinate, prepare, maintain, and address all issues pertaining to the membership on the Committee on Committees. Conduct elections to replace outgoing members.
• Write up an Annual Report and as needed monthly reports (replacements of vacancies of the Senate membership or Standing Committees memberships) to present to the Academic Senate.
• Investigate and facilitate possible change of election and/or committee selection system