1. Purpose. Eastern New Mexico University-Roswell (ENMU-Roswell) is structured through a governance system. The ENMU-Roswell Governance Document defines the governance structure by outlining the role of the educational community, various committees (both standing and ad hoc) and task forces in carrying out the operations of governance at ENMU-Roswell in support of the principles outlined in the umbrella ENMU-Roswell Statement on Governance document.
2. Function. While serving different purposes, the P & P Manual and the Governance Document are designed to work in conjunction with each other. One document (Governance Document) establishes the governance structure and the other document (P & P Manual) outlines the policies and procedures for the operation of the institution. The following is the text of the Governance Document.
GOVERNANCE DOCUMENT
PREFACE
The following document is designed to supplement the ENMU-Roswell Statement on Governance. The Statement on Governance establishes an overarching governing document. It establishes a general responsibility for governance founded upon the principle of participation by the educational community through disclosure, responsiveness, and accountability. The Statement on Governance also defines the rights and responsibilities of members of the educational community.
The following ENMU-Roswell Governance Document defines the governance structure by outlining the role of the educational community, various committees (both standing and ad hoc) and task forces in carrying out the operations of governance at ENMU-Roswell in support of the principles outlined in the umbrella ENMU-Roswell Statement on Governance document.
MISSION STATEMENT
In achieving our Vision, Eastern New Mexico University-Roswell, as a comprehensive community college, is dedicated to the following Mission:
§ To offer quality higher education that is comprehensive, accessible, and affordable to meet the lifelong learning needs of the citizens in our service area communities.
§ To provide learning-centered academic and technical training programs.
§ To establish partnerships which enhance the economic and social development of the region.
§ To respond to the needs of our diverse population.
§ To engage in continuous self-analysis and improvement.
The ENMU Board of Regents and the Community College Board are the principal governing bodies of the College and have statutory powers of control and governance, budget, and executive staffing. It shall be the responsibility of the Board of Regents to adopt policy for the College.
The development of policy is a responsibility shared by the administration of the College and the representatives of affected constituencies. The consultative process for the development of cross campus policy does not preclude the initiation of policy by the Board of Regents nor the initiation of policy recommendations from the various constituencies.
It is the responsibility of the Provost of ENMU-Roswell to implement policies adopted through the Board of Regents. It is the responsibility of administrative officers, through representative bodies of the various constituencies within the College community, to recommend policy to the Board of Regents after consultation with the constituent representatives affected by such policy.
The internal constituencies of Eastern New Mexico University-Roswell that shall be accorded a legitimate role in the governance of the institution are: Administrative, Faculty, Professional, Support Staff and Student.
Administration: This constituency group is defined as including the Provost, deans, associate and assistant deans, all other employees that have at least half of their salary based on an at-will contract, and others as deemed necessary to the administration of the institution by the Provost, with the advice of the Administrative Council. The Director of Community Relations and College Development and the Administrative Assistant to the Provost are advisors to the Administration.
Faculty: This constituency group shall include all exempt, non-classified full-time personnel whose job descriptions are primarily instructional in context and are not identified as administrative or professional in assignment. This group shall have representation through the ENMU-Roswell Faculty Senate.
Professional Staff: This constituency group shall include all those exempt, non-classified employees who are primarily mid-management or lower, not instructional in assignment. This group shall have representation through the ENMU-Roswell Professional Staff Senate.
Support Staff: This constituency group shall include all non-exempt, classified employees. This group shall have representation through the ENMU-Roswell Support Staff Senate.
Students: This constituency group shall include all individuals who are registered for credit at ENMU-Roswell who are not classified in any other constituency. This group shall have representation through the Associated Students of Eastern New Mexico University-Roswell.
Each full-time employee shall be included as a member of one constituency group as designated in their personnel file. Student constituency membership shall be determined from the current registration list, but may not include regular employees. ENMU-Roswell shall maintain relevant information concerning membership of constituency groups as public information.
Functions common to college consultative groups include:
a. Meetings of constituent groups, committees, and units of the administration in which policy decisions and/or recommendations are reached shall be open to members of the College community. Board of Regents discussions of personnel or legal matters may be closed.
b. Parliamentary procedures shall be conducted according to the latest edition of Robert's Rules of Order. A secretary of each constituency shall be appointed or elected to formulate minutes to each formal meeting. The secretary for each committee will deliver copies of minutes to the Circulation Desk of the Learning Resource Center following each monthly meeting. The Learning Resource Center shall serve as coordinator of minutes of all committee meetings and will file the minutes in a location accessible to the educational community.
c. Each constituent group shall be encouraged to solicit participation from resource or part-time personnel and utilize their expertise in areas in which governance action is being considered. Employees serving on councils, committees, etc. shall be given release time from their jobs to carry out the necessary functions in representing their constituencies.
d. Constituent groups shall be encouraged to seek advice from any other constituency having responsibility in any governance action.
e. Electronic mail (e-mail) shall serve as a clearinghouse for consultative group and administrative unit minutes and reports according to policy and procedures defined in the Policies and Procedures Manual and by the Administrative Council. All committee, council and task force minutes and reports will be distributed to all full-time ENMU-Roswell employees by e-mail. It is the responsibility of the appropriate chair to ensure that this information is distributed in a timely manner. The LRC will keep a hard copy of all documents referred to above.
Definition & Purpose: The Provost's Cabinet is comprised of the top-level College administrators. The Cabinet discusses institutional issues and exchanges information on the daily operation of the College as well as develops approaches to strategic planning.
Membership: Members of the Cabinet include the Provost, the Dean of Instruction, Dean of Administrative Services, Dean of Student Services, Dean of Information Services, Director of Human Resources, and the Director of Community Relations and College Development. The Administrative Assistant to the Provost, who is the recording secretary, is a non-voting member of the Cabinet.
Definition & Purpose: The Administrative Council (AC) is the top-level management group where final review and approval of institutional policy and practices occur unless there is otherwise a requirement for Board of Regent's approval.
Membership: Voting members of the AC include the Provost, the Dean of Instruction, Dean of Administrative Services, Dean of Student Services, Dean of Information Services, Director of Human Resources, Director of Community Relations and College Development, Professional Staff Senate representative, Faculty Senate representative, and Support Staff representative. The Administrative Assistant to the Provost, who is the recording secretary, is a non-voting member of the AC. The chair is elected from the voting membership each July. The Provost has veto power over all AC actions.
Definition & Purposes: The Student Services Council (SSC) has the responsibility for reviewing and recommending institutional policies that focus on the support services for students including counseling, advising, career services, admissions and records, and financial aid.
Membership: The SSC includes in its membership the Dean of Student Services (who shall chair this group), Assistant Dean of Student Development, Director of Admissions and Records, Director of Career Services, Director of the TRIO program, and Director of Financial Aid.
Definition & Purposes: The Instructional Council (IC) has the responsibility for reviewing and recommending institutional policies and practices which focus on all levels of instruction, including approval of additions, deletions and changes to the college curriculum as described in the catalog, as well as approval of proposed changes in academic policies. Procedures for curriculum development, as adopted by the Council, shall be distributed to all Council members and available to other interested parties in the office of the Dean of Instruction. The Council is also responsible for conducting a periodic "program review" of each Instructional program for the purpose of examining current and future viability in relation to community needs and college resources.
Membership: The IC includes in its membership the Dean of Instruction (who shall chair this group), each division chair, Director of the Learning Resource Center, Director of Learning Technologies, Dean of Student Services, and the Director of Customized Training. The Director of Admissions and the Director of the ENMU-Ruidoso Instruction Center will serve as ex-officio members of the IC.
Definition & Purposes: The Administrative Services Council (ASC) has the responsibility for reviewing and recommending institutional policies and practices which focus on areas of administrative support, business functions, and fiscal affairs.
Membership: The ASC includes in its membership the Dean of Administrative Services (who shall chair this group), the Director of Business Office, Director of Physical Plant, Campus Bookstore Manager, Director of Food Services, and Coordinator of Facilities.
Specific standing committees exist under each Council. By definition, a standing committee is one which is permanently assigned to the governance structure and holds regular meetings.
Assignment to membership in a standing committee is an attempt to contribute broad based representation and considerable background of experience to the decision-making processes within the institution. Constituent group representation in standing committees (unless otherwise noted) is through appointment by the chair of the standing committee in consultation with the president of the constituency group as defined in the standing committee descriptions below. Terms of service of appointees shall be during the fall term of even numbered years for faculty and odd numbered years for support and professional employees for a duration of two years per term unless otherwise defined by existing policy or other requirements. As a general rule, a member of a standing committee should not serve on more than two separate committees during each academic year. Appointments of students to standing committees must be referred to the Dean of Student Services. When vacancies occur, appointments shall follow the same appointment process with terms ending when the balance of the original term is completed.
The aforementioned standing committees' roles and responsibilities as well as membership are fully explained in the appendices.
Student Services Council
Student Recruitment and Retention Committee
Financial Aid Committee
Instructional Council
Academic Standards Committee
Faculty Evaluation Committee
Administrative Services Council
Safety & Loss Control Committee
Strategic Planning Committee
Ad hoc committees are created as needed by any of the Councils. An ad hoc committee has a very specific and short-term responsibility with limited and not regularly scheduled meetings.
Ad Hoc Committee - Assessment Committee
The Assessment Committee is organized to review and modify institutional strategies regarding assessment and institutional effectiveness. Recommendations are submitted to the Administrative Council for approval. Membership in the Assessment Committee is as follows:
Dean of Instruction (chair)
Dean of Student Services
Dean of Administrative Services
Division chairs
Faculty representatives - One from each division
Professional Staff representative
Support Staff representative
Student representative
Other ad hoc committees are formed as needed.
Task Force Roles and Responsibilities
Temporary task forces are formed by a top-level administrator to advance the basic campus functions. Each task force has representation from the appropriate constituent groups and will report to the Administrative Council.
Student Services Committees
The following committees are assigned to the area of Student Services and report to the Dean of Student Services as Chair of Student Services Council:
Marketing, Recruitment and Retention Committee
The purpose of this committee is to create and communicate a positive image to current and potential customers resulting in increased student enrollment and retention. The committee will partner with other committees, departments and the community to advance the college's response to targeted markets.
Furthermore, the committee will do the following:
1. Provide guidance and recommendations for advancing the college's overall marketing and student recruitment efforts and the marketing of specific programs as needed.
2. Act as a marketing clearinghouse for sharing of information, evaluating progress, and strategizing college wide marketing issues.
3. Review current and proposed publications and advertising campaigns for new and existing programs.
4. Assess services for students and the community to ensure their effectiveness.
5. Initiate and review marketing-related research data and trends and make recommendations based on that information.
6. Develop a heightened level of customer service college wide and increase the understanding of the marketing process.
7. Communicate with the campus regarding new ideas, initiatives and progress.
8. Evaluate efforts and measure effectiveness through increased enrollment and retention.
Membership in the committee will include the following representatives:
Director of Community Relations/College Development (Chair)
Director of Admissions and Records
Dean of Students
Assistant Dean of Student Development
Associate Dean of Career and Technical Education
President of Faculty Senate
Director of Student Outreach
Director of Learning Technology
Director of Career Resource Center
Support staff representative elected from constituency
Student representative appointed by ASENMU-Roswell President
Financial Aid Committee
The purpose of this committee is hear student appeals regarding financial aid status and awards. Members include the following:
Director of Financial Aid (Chair)
Counselor
Faculty representatives (2)
Professional Staff representatives (2)
Support Staff representative (2)
Instruction
Instruction Committees
The following committees are assigned to the area of instruction and report to the Dean of Instruction, Chair of Instructional Council:
Academic Standards Committee
The Academic Standards Committee serves as a final review board for student concerns relating to catalog policies and procedures. Regular meetings of the committee occur prior to each semester to act on student appeals.
Members of the Academic Standards Committee will be represented by the faculty and professional constituencies. Composition of the committee will be as follows:
Director of Admissions and Records (Chair)
Counselor - appointed by the Dean of Student Services
Division Chair representative - appointed by the Dean of Instruction
Faculty representatives (3)
Professional Staff representative
Support Staff representative
Faculty Evaluation Committee
The purpose of this committee is to assist in the development of processes and instruments to assess the performance of full-time and adjunct faculty. The committee also makes recommendations for the change of status of eligible full-time faculty members. Membership in the committee is defined in the Faculty Handbook and may vary from year to year depending on changes in that document. Typically, the membership is elected by the faculty constituency and includes the following personnel:
Faculty two-year terms (3) - even years
(The FEC members elect one of their members to serve as their chair)
Appendix C
Administrative Services Committees
The following committees are assigned to the area of Administrative Services and report to the Dean of Administrative Services:
Safety and Loss Control Committee
This committee is responsible for developing program policy which aids the institution in controlling costs associated with insurable losses: The prevention of accidents and injury to students, employees, and visitors; and to reduce overall property losses. Other policies may be dictated by the General Services Department of the State of New Mexico, but supervised by the committee. Membership in the committee shall consist of appointments made by the Dean of Administrative Services and are as follows:
Director of Planning/Budget (Chair)
Faculty representative
Professional Staff representative
Support Staff representative
Maintenance Staff representative - Appointed by the Director of the Physical Plant
Custodial Staff representative - Appointed by the Director of the Physical Plant
Security Staff representative - Appointed by the committee chair
Student representative
Strategic Planning Committee
The Strategic Planning Committee is organized to formulate institutional strategies and long-range plans for the institution. The agendas of future meetings, minutes of previous meetings and any special reports are to be distributed campus-wide via e-mail. Membership in the Strategic Planning Committee is as follows:
Dean of Administrative Services (Chair)
Dean of Instruction
Dean of Student Services
Director of Human Resources
Director of Community Relations and College Development
Faculty representatives (2)
Professional Staff representatives (2)
Support Staff representatives (2)
Student representative
Community representative - appointed by the Provost