BYLAWS OF COLUMBIA COLLEGE CHICAGO COUNCIL (As amended Spring 2007)

This is a "mirror" HTML version. The authoritative bylaws are posted on the Columbia College website, as a Microsoft Word document. This is a verbatim copy.

I. Name: The name of the organization shall be the Columbia College Chicago Council.

II. Purpose:

The Council is the principal governance advisory organization representing the Columbia College Chicago community. It makes recommendations to the College President on a broad range of policy issues concerning College matters, with the expectation of a timely response. The Council operates on principles of shared governance, effective representation of all constituencies, openness and transparency of its structure and operations, mutual trust, and efficiency. The Council is responsible for disseminating information and provides opportunities for dialog on significant issues in the college.

III. Definitions:

 

  1. Chair: Unless otherwise specified this refers to the chairperson or acting chairperson of a Department of the college as defined herein.

 

  1. Faculty: Unless otherwise specified this refers to members of the full time (FT) faculty, lecturers, and artists in residence.

 

  1. Student: Unless otherwise specified, this refers to an undergraduate student enrolled for a program of not less than 12 credit hours, or a graduate student enrolled for a program of not less than 9 credit hours.

 

  1. Administrator: Unless otherwise specified, this refers to the President, Chief of Staff, General Counsel, and any employee of Columbia College Chicago whose job title includes the term Vice President or Provost or Dean.

 

  1. Officers: Unless otherwise specified this refers to the Chairperson, the Vice Chairperson and the Secretary of the College Council, and the other members of the Executive Committee.

 

  1. Schools and Departments: The Departments of Columbia College Chicago are organized into three schools. The Schools and Departments are:

 

    1. The School of Fine & Performing Arts: Art and Design, Arts, Entertainment and Media Management, Dance, Dance/Movement Therapy & Counseling, Fiction Writing, Music, Photography, and Theater

 

    1. The School of Liberal Arts & Sciences: ASL - English Interpretation, Educational Studies, English, Liberal Education, and Science & Mathematics

 

    1. The School of Media Arts: Interactive Arts & Media, Audio Arts & Acoustics, Film and Video, Journalism, Marketing Communication, Radio, Interdisciplinary Arts, and Television

 

  1. Academic Research and Outreach Entities: Center for Arts Policy, Center for Black Music Research, Center for Community Arts Partnerships, Center for Asian Arts and Media, Institute for Science Education and Science Communication, and the Museum of Contemporary Photography.

 

  1. Graduate only departments: Dance/Movement Therapy and Counseling, Educational Studies, and Interdisciplinary Arts.

 

  1. Staff: Any member of the full-time staff of Columbia College Chicago except those defined as Administrators.

 

  1. Columbia College Faculty Organization (CCFO): the recognized full-time faculty organization.

 

  1. Graduate Policy Council: The recognized governing body for all graduate-level programming.

 

  1. Part Time Faculty Association (P-Fac): the recognized part-time (PT) faculty organization.

 

  1. Chairpersons Council: the recognized organization of Department Chairs.

 

  1. Student Government Association (SGA), Student Organization Council (SOC), and Graduate Student Organization (GSO): the recognized student organizations.

 

IV. Membership:  The membership of the College Council is as follows:

 

V. Terms of Office for College Council Members

 

  1. The term of office of elected and appointed members of the College Council shall be staggered terms of three years unless otherwise provided herein, with no member serving in the same capacity for more than two full consecutive terms of office.

 

  1. After service of two full consecutive terms, a former member of the College Council may serve in the same capacity only after that person will have had an absence of two academic years.

 

  1. The term of Student members of the Council shall be one year.

 

  1. New College Council members will take office and begin their work during the May meeting of each year, as provided herein.

 

  1. A faculty member of the Executive Committee whose status changes from Faculty to Chair or Chair to Faculty shall continue as a member of the Executive Committee for the remainder of the term.

 

  1. Time spent in service as an elected alternate shall not apply toward these term limitations.

 

VI.  Executive Committee

 

  1. The Executive Committee shall act on behalf of the College Council between meetings. The authority of the Executive Committee derives from the College Council. Actions of the Executive Committee are revocable by a vote of  two-thirds of the College Council.

 

  1. The Executive Committee shall consist of five Faculty members, two Chairs and two Administrators. In addition, the immediate past Chairperson of the Council shall serve on the Executive Committee as a non-voting member for one year.

 

  1. No member shall serve in a voting capacity on the Executive Committee for more than four consecutive years.

 

  1. The Executive Committee shall be elected annually by the College Council, by secret ballot, at the May meeting, following the agenda item New Business. The election shall be conducted by the Parliamentarian and his/her designee, who will be a member of the College Council and is not a candidate for an Executive Council position.

 

  1. The Council will immediately then elect from the nine members of the Executive Committee a Chairperson, a Vice Chairperson and a Secretary. The election shall be by secret ballot. The Executive Committee and the other Officers shall take office immediately.

 

  1. The Executive Committee shall inform the Council concerning all referrals of policy recommendations.

 

  1. The Executive Committee shall publish the minutes of its meetings on the College Council section of the College’s web site no later than seven calendar days after they are approved by the Executive Committee.

 

  1. All meetings of the Executive Committee shall be open meetings with the right to conduct closed meetings reserved to a majority vote when deemed necessary. All meetings of the Executive Committee shall be publicized throughout the college no less than seven calendar days prior to the actual meeting date.

 

  1. The Executive Committee may appoint a non-voting Parliamentarian with an indeterminate term of office.

 

VII. Officers' Responsibilities and Terms of Officers

 

          1. Officers' Responsibilities

 

a. The Chairperson shall call and preside at meetings of the College Council and the Executive Committee. It shall be the sole prerogative of the Chair of Council to designate a surrogate to preside, in the event of the absence of both Chair and Vice Chair.

 

          b. The Vice Chairperson shall, in the absence of the Chairperson, preside at meetings of the Council and the Executive Committee.

 

          c. The Secretary shall be responsible for the distribution of the agenda, conducting the roll call and verifying voting rights of members of the Council, recording election results, and for producing the minutes of the Council and the Executive Committee.

 

2. Officers’ Terms of Office

 

a. Officers are elected for a one year term and may serve a subsequent term of one year. No member may serve as an officer for more than two consecutive years.

 

b. Faculty members serving as the Chairperson or Secretary shall receive at least one course reduction in their teaching loads during each semester of service.

 

VIII. Members' Responsibilities and Terms of Officers

1. Elections: Council elections shall be scheduled for the convenience of the Council by a majority vote of the Council in active session. The College Council will establish Standing Rules for election procedures, and will recognize duly elected representatives from the following constituencies.

 

a. Departmental Faculty Representation: One representative shall be elected from each undergraduate   department and Graduate-Only Department. The election shall be by secret ballot. The faculty member with the second-highest number of votes shall be designated as the alternate. Chairs shall not vote in departmental elections.

 

b. At-Large Faculty Representation: The CCFO shall elect five At-Large Faculty representatives, with alternates. The election shall be held by secret ballot.

.

c. Part-time Faculty Representation: P-Fac shall select four Part-Time Faculty representatives, with alternates.

 

d. Chairs Representation: The Chairs Council shall elect six Chairs, with two from each school. One chair must be from a department with a graduate program. Three alternates shall be selected. The election shall be held by secret ballot.

 

e. Undergraduate Student Representation: SGA and SOC shall each elect one undergraduate student, with alternates, each with a term of one year.

 

f. Graduate Student Representation: GSAB shall select one graduate student and an alternate, with a term of one year.

 

g. Staff Representation: Each year one staff member shall be elected to a Standing Committee as provided in Article XV, each for a term of three years. Of these six elected staff positions, no more than one at any given time may be held by a staff member with the title of director. No two staff representatives may be from the same department.

The staff election process will be administered by the Columbia College Chicago Human Resources Department. Nominations for each position shall be solicited by the FOURTH week of each spring semester, and submitted in writing no later than the seventh week. There should be at least two nominations for each position. No staff member with the title of director and no staff member from the same department as another seated staff representative will be eligible as a nominee if they are ineligible for election as provided in the previous paragraph.

Election for each seat shall be by secret ballot among staff members, with ballots submitted for counting by the 10th week of spring semester. The count shall be completed and the results forwarded to the Secretary of the College Council within three working days. For each position, the person receiving the most votes shall be elected and the person with the second-most votes shall be designated as the alternate; except that if two staff members from the same department, or with the title of director, should be among the four persons receiving the most votes, the member(s) with fewer votes shall be removed from the list of nominees.

 

2. College Council Membership Vacancies:

In the case of a Council position vacancy for any reason, the duly elected alternate for that position shall qualify as a full member of the Council. The Secretary shall notify the alternate and shall give simultaneous notice to the members of the Council of the change and the reason for it.

 

3. CCFO Election Results:

 

In the event that a CCFO election results in faculty committee membership not meeting appropriate representation requirements, the CCFO will be responsible for assuring proper committee balance.

 

IX. Jurisdiction

 

  1. Except as hereinafter provided for, the College Council shall be responsible for advice and recommendations regarding college-wide academic policies including admissions policy, retention, graduation policy, honors and awards, the grading system, transfer policy, probation, policy matters regarding student life and activities, course equivalency and registration, revision of the academic calendar, the introduction and termination of degree programs, specialized institutes and academic departments, and other academic matters.

 

  1. The College Council shall have general authority to study and make recommendations within the college community on all matters it deems consistent with its purpose.

 

  1. The College Council shall have general authority to study and make recommendations within the college community on compelling local, state and national educational issues.

 

  1. The College Council shall have general authority to draw up rules and regulations for its own operation.

 

X. Limitations

 

  1. All management rights and functions, unless clearly and expressly abridged by those policies of the College Council that have been duly approved by the Board of Trustees, shall remain vested exclusively in the Board of Trustees.

 

  1. Nothing contained in the bylaws of the Council or in the approved policies of the Council shall be deemed to supersede, violate or prevent administrative officers and employees from engaging in their official duties.

 

  1. The Council shall not consider any policy or rule concerning wages and conditions of employment.

 

  1. The Council recognizes the primary responsibility of the faculty in areas of instruction, including departmental curriculum development and monitoring the departmental curriculum, and its sole prerogative in the assignment of academic grades, the academic certification of students, and the recommendation of candidates for degrees. The faculty are the experts in their disciplines, and as such are the primary decision makers in matters of departmental structure.

 

  1. The Council recognizes the authority of departments to establish academic policies that are consistent with college-wide policies.

 

  1. The Council recognizes the Graduate Policy Council (GPC) as the governing body of the School of Graduate and Continuing Education in establishing graduate policies consistent with college-wide policies.

 

  1. The Council recognizes the Columbia College Faculty Organization (CCFO) in the appropriate exercise of its authority.

 

  1. The Council recognizes the Part Time Faculty Association (P-Fac) in the appropriate exercise of its authority.'

 

  1. The Council recognizes the Chairpersons Council in the appropriate exercise of its authority.

 

  1. The Council recognizes the Student Government Association and the Student Organization Council in the appropriate exercise of their authority to elect members to Council and Council committees.

 

XI. Meetings:

 

  1. Regular meetings shall be held once a month during the academic year from September to May, except for January. The first annual meeting for newly elected officers and members will be the May meeting. Council meetings will take place on the first Friday of the month. The Executive Committee may, at its discretion, postpone or cancel a meeting of the College Council.

 

  1. Special meetings may be called by the following:

 

    1. The President of the College

 

    1. The Chair of the College Council

 

    1. Written petition by two-thirds of the faculty members of the Council

 

    1. Written petition by one-third of the whole Council membership and/or

 

    1. Two-thirds vote of the whole Council membership while meeting in a regular session.

 

  1. A special meeting of the Council shall occur within 15 working days from the date on which the petition is submitted or the Council vote has occurred and been certified by the Secretary of the Council.

 

  1. Failure of a College Council member to attend three meetings without a written excuse to the Secretary will be deemed to constitute resignation from that position. Council members shall be responsible for notifying his/her alternate in case of a necessary absence.  It is the alternate’s obligation to notify the Secretary of Council upon attendance for voting purposes.

 

  1. All meetings of the Council and its Standing Committees shall be open meetings with the right to conduct closed meetings reserved to a majority vote when deemed necessary.

XII. Quorum

A majority of the membership shall constitute a quorum.

 

XIII. Order of Business

 

Matters shall be taken up in the following order at regular meetings:

 

1. Call to order

 

2. Announcements

 

3. Minutes of previous meetings.

 

4. Reports of Administrative Officers

 

5. Reports of Chairpersons of Standing Committees

 

6. Old Business

 

7. New Business

 

8. Adjournment

 

XIV. Agenda

 

  1. Council minutes shall be posted on the College Council website no later than one week prior to the next meeting.

 

  1. All matters requiring action shall be submitted to the Chairperson of the Council at least 14 calendar days before a College Council meeting. The Executive Committee shall be consulted by the Chairperson in every case in establishing the agenda for meetings of the Council. All agenda items shall be approved by a majority vote of the Executive Committee. The agenda shall be distributed to the members so as to arrive at least 72 hours before a meeting.

 

  1. New programs or majors submitted for consideration to the Council shall be submitted to all members of the Council at least seven days prior to the Council meeting.  This requirement notwithstanding, all such proposals will be presented at one meeting but shall not be acted upon until the next meeting following submission.

 

  1. An item may be added to the agenda at a meeting of the Council by a majority vote of the members present and voting.

 

  1. The agenda for special meetings shall be restricted to the item or items for which the meeting was called.

 

XV. Committees of the College Council and Composition

 

  1. The Standing Committees of the College Council are as follows: (in alphabetical order):

 

Academic Affairs Committee

This committee oversees all undergraduate college-wide academic policies and their effect on academic standards, regulations, and quality, and their consistency with the mission of the college.  In addition, it reviews all college requirements, undergraduate academic goals, and degree programs and requirements, and considers new academic programs.  It reviews and recommends all college and liberal arts requirements.

 

Composition:  5 FT faculty elected by CCFO, at least one from each school, 1 FT faculty appointed by Provost, 1 PT faculty selected by p-Fac, 3 chairs, one from each school, elected by the Chairs Council, Dean of the Library, Provost (non-voting).  Total:  12

 

 

Budget and Priorities Committee

This committee primarily offers counsel in establishing priorities and strategies that are congruent with the mission and strategic plans of the college.  It also participates in the development of goals, objectives and strategies used in the annual budget recommendations developed by the administration before submission to the Board of Trustees.  Budget proposals for new graduate and undergraduate majors and programs must be reviewed by this committee.

Composition:  4 FT tenured faculty (with at least one from each school) elected by CCFO, 2 FT tenured faculty appointed by VP Finance, 1 elected staff, 1 tenured Department Chair elected by Chairs’ Council, the Provost or designee, and Vice President Finance (non-voting).  Total:  10.

 

Bylaws Committee

This committee annually reviews the Bylaws of the Columbia College Chicago Council, and makes recommendations for changes to the Council.

Composition:  2 faculty and 1 department chair nominated by the Executive Committee from among the current Council members and elected by the Council.  Total:  3

 

 

Evaluation Committee

 

This committee is concerned with policies and procedures for evaluation of both full-time and part-time faculty and Chairs, and all issues relating to faculty and chair excellence and assessment standards.

 

Composition:  3 FT faculty elected by CCFO (one of whom has taught or is teaching at the graduate level), 2 PT faculty selected by PFAC, 2 department chairs elected by the Chairs Council and a non-voting administrator appointed by the Provost.  Total 8

 

 

Excellence in Teaching Committee

 

This committee is charged with making recommendations to the Provost for the Excellence in Teaching Awards.

 

Composition: 3 FT faculty elected by CCFO (one from each school) and one FT faculty appointed by the provost, (one of whom has taught or is teaching at the graduate level); 1 department chair elected by the Chairs Council; 2 part-time faculty selected by P-FAC; and the director of the Center for Teaching Excellence (non-voting member). Total: 8

 

 

Faculty Development

The purpose of this reporting committee is to initiate and encourage faculty development, review faculty development award applications, and recommend to the Provost funding of projects that best meet program guidelines.  Policy issues are referred to the Academic Affairs and the GPC.

Composition:  4 FT faculty elected by the CCFO (with at least one from each school and one of whom has taught or is teaching at the graduate level), 1 FT faculty appointed by Provost, 2 department chairs elected by the Chairs Council, and 1 non-voting administrator appointed by the Provost.  Total 8

 

 

Faculty Handbook Committee

This committee annually reviews the Faculty Handbook, and recommends revisions reflecting new or changed policies, procedures and structures in the college, in consultation with appropriate committees and officers of the college.  They assure distribution of updated pages to all faculty members.

Composition:  2 CCFO officers, 2 FT faculty elected by CCFO, 2 Chairs elected by the Chairs’ Council, 1 non-voting administrator appointed by the Provost.    Total:  7

 

 

Sabbatical Committee

The purpose of this committee is to review sabbatical applications each semester, meet with the applicants to discuss the proposed project and purpose, and recommend to the Provost support for those applications that are consistent with the Sabbatical Leave Policy. Sabbatical policy issues are referred to the Academic Affairs Committee and the GPC.

 

Composition:  4 tenured FT faculty elected by the CCFO, (at least one from each school and at least one of whom has taught or is teaching at the graduate level), 1 FT tenured faculty appointed by Provost, 2 tenured department chairs elected by the Chairs Council, and the Director of the Center for Teaching Excellence.  Total 8

 

Strategic Planning Committee

This committee considers and comments on the Strategic Plans of the college, including any new strategic plans set forth by ad hoc committees or developed by the administration, before submission to the Board of Trustees.  The Committee formulates recommendations regarding the feasibility, significance, and congruence with the mission of the college of such plans, as well as making suggestions for prioritizing the implementation of such plans.  The chairperson of Strategic Planning must serve on any ad hoc strategic planning committee.

Composition:  4 FT faculty elected by the CCFO (with at least one from each school and at least one who has taught or is teaching at the graduate level), 1 FT faculty appointed by Provost, 1 PT faculty selected by PFAC, 2 chairs elected by the Chairs’ Council, 1 elected staff, 1 Dean selected by the Provost, Vice President - Campus Environment, and the Associate Vice President for Planning and Research, (non-voting).  Total:  12

 

 

Student Affairs Committee

This committee participates in the formulation of all policies concerning students and student life, including residence hall policies, but excluding academic matters.

Composition:  4 FT faculty elected by CCFO (with at least one from each school and including one who is teaching or has taught at graduate level), 2 FT faculty appointed by the VP of Student Affairs, 1 Chair elected by Chairs Council, 1 elected staff, 3 students (one elected by SGA, one elected by SOC, and one elected by GSO), VP of Student Affairs (non-voting).  Total:  12

 

 

Teaching and Learning Committee

 

This committee recommends to Academic Affairs programs to improve teaching and learning. It serves as the advisory council for the Center for Teaching Excellence..

 

Composition:  3 FT faculty elected by CCFO (one from each school), 1 Provost appointed FT faculty, (at least one FT faculty member has taught or is teaching at the graduate level), 2 PT faculty selected by PFAC, 1 department chair elected by the Chairs Council, Director of Center for Instructional Technology (non-voting), Director of Center for Teaching Excellence (non-voting). Total: 9

 

 

 

2.               Committee Organization

 

a.     All committees will refer policy recommendations to the Executive Committee of the Council for Council consideration or committee referral.

 

b.     No committee of the College Council shall have more than one faculty and one chair as representatives from the same Department.

 

c.     No faculty member shall serve on more than one Standing Committee at a time, nor shall anyone serve on committees with conflicting interests, determined by the Executive Committee of the Council and reported to the Council at its next meeting.

 

d.     Each Committee of the College Council shall have its first meeting in May.  This first meeting shall be known as the committee’s Transitional Meeting.  This meeting shall be scheduled by the Committee chairperson of the academic year ending, who will notify all continuing and incoming members of the Committee.  The agenda of the Transitional Meeting shall include, but not be limited to, electing a chairperson and setting meeting dates for the coming year.

 

e.     Standing committees shall be chaired by faculty members or department chairpersons.  If a committee chair becomes vacant, the Committee will elect a chairperson at its next meeting.

 

f.      All committees shall publish the minutes of their meetings on the College web site no later than seven calendar days after they are approved by the committee.

 

g.     All meetings of the Standing Committees shall be publicized throughout the college no less than seven calendar days prior.

 

h.     Members of new committees that become operational during the course of any academic year shall serve for the remainder of that period in addition to the prescribed term.

 

3.     Terms of Office

 

a.     The terms of office of elected and appointed members of the Standing Committees of the College Council shall be staggered terms of two years unless otherwise provided herein, with no member serving in the same capacity for more than two fell consecutive terms of office.

 

b.     After service of two full consecutive terms, a former member of a Standing Committee may serve in the same capacity only after that person will have had an absence of one academic year.

 

c.     The term of Student members of the Council shall be one year.

 

d.     Time spent in service as an elected alternate shall no apply toward these term limitations.

 

XVI.  Graduate Policy Council

 

  1. The Graduate Policy Council establishes and supervises standards for the operation of graduate curriculum, makes all policy regarding graduate programs, recommends new graduate programs and makes all policy recommendations to the College Council for approval and recommendation to the President.

 

  1. All program initiatives must be sent to the Budget and Priorities Committee for recommendation prior to submission to the College Council.

 

  1. The Graduate Policy Council shall consist of the Dean of the Graduate School, directors/chairs of each of the graduate programs, and one graduate faculty member from each program or department.

 

  1. Graduate faculty members shall be elected by the graduate faculty of the respective departments or programs.

 

  1. In those graduate programs that do not have full time graduate faculty members, a part time graduate faculty member may be elected.

 

  1. The chair of the Graduate Policy Council shall be elected by the members of that committee.

 

  1. The Graduate Policy Council will make available records of its proceedings on a regular basis to the College Council.

 

    1. The Graduate Policy Council shall publish the minutes of their meetings on the Internet no later than seven calendar days after they are approved by the committee

 

    1. All meetings of the Graduate Policy Council shall be open meetings with the right to conduct closed meetings reserved to a majority vote when deemed necessary. All meetings of the Graduate Policy Council shall be publicized throughout the college no less than seven calendar days prior.

 

  1. Policy recommendations of this Council will be referred to the College Council for action and shall be acted upon as follows:

 

a.     When a recommendation of this Council comes to the College Council it may be approved by a majority vote.

 

b.     If rejected by the College Council it will be returned to the Graduate Policy Council and then, consequently, to the Budget and Priorities Committee of the Council with College Council recommendations, if any.

 

c.     The Graduate Policy Council has the right to resubmit policy recommendations to the College Council for reconsideration.

 

XVII. Amendments to the Bylaws

 

These bylaws may be amended at any regular meeting of the College Council by a two-thirds vote of the council members present and voting, provided that the amendment has been submitted at the previous regular meeting.

 

 

XVIII. Implementation of Council Recommendations

 

  1. College Council recommendations shall be forwarded simultaneously to the President, appropriate administrators, and the college community within three (3) working days of a Council meeting. Any recommendation of the Council, unless designated in writing as “not accepted” by the President, shall be considered accepted within 15 working days. Any recommendation of the Council designated as “not accepted” by the President shall be returned to the Council Chair with the President’s comments. The President shall forward all accepted recommendations to the Council Chair as confirmation of acceptance. The recommendation shall be forwarded, if necessary, to the Board of Trustees for consideration in a timely manner, or to the appropriate College office for action.

 

  1. A recommendation of the Council which is not accepted by the President within 15 working days may be carried forward in the following ways:

 

    1. A petition signed by at least 35 faculty members may request that the Council reconsider the recommendation for approval at the next meeting;

 

    1. A two-thirds vote of the Council may reaffirm the recommendation, and forward it to the President for reconsideration.

 

  1. In exceptional circumstances, the President may defer his decision to submit a recommendation of the Council to the Board of Trustees for 10 additional working days, and notify the Council of such a decision.

 

  1. Each recommendation approved by the president will include an effective date. Following the president's approval, the text of each resolution will be transmitted to the Faculty Handbook Committee for posting online at least two weeks prior to the effective date.

 

XIX. Parliamentary Procedure

  1. Robert’s Rules of Order will govern the conduct of meetings of the Columbia College Chicago Council.
  2. The Council shall create such standing rules of procedure as it sees fit.