AP 2510 Participation in Local Decision Making - Administrative Procedures, Chapter 2 Board of Trustees

  • Reference: Accreditation Standard IV. A; Education Code Section 70902(b)(7); Title 5, Sections 53200 et seq., (Academic Senate), 51023.5 (staff), 51023.7 (students);

A fundamental principle of the decision making process at the College is to develop a collaborative environment, support the mission, goals and guidelines established by the Board of Trustees, and to encourage and provide opportunities for staff, faculty, administrators and students to participate in the dialogue related to decisions involving administrative procedure, institutional planning, and academic and student service issues.

The following table summarizes the types of decisions, governance actions, and campus participation in the decision making process.  An expanded version can be found in section B.5 of the Planning and Decision Making Handbook. Issues or concerns that impact individuals or groups are voiced through the administrative structure.  

Type of Decision Board of Trustees President / Superintendent College Council Faculty Senate Discussion  and Input
Policy Approve Recommends Endorse new policies with college wide impact Endorse new policies with academic or faculty impact President’s  Executive Staff, College Council, Appropriate Committees, and Staff / Students impacted by the decision,
Administrative Procedures Information Only
  • Initiates
  • Approves
Endorse if college wide  impact Endorse if academic or faculty impact President’s Executive Staff, College Council, Appropriate Committees, and Staff / Students impacted by the decision,
Academic Matters
AB 1725
Approve Recommend   Initiate, Endorse and/or Approve Faculty Members, Academic Administrators, Vice President Academic Affairs, Appropriate Committees
College Wide Impacts Approve if Policy
  • Initiates
  • Approves if Procedure
  • Initiates
  • Endorse
  • Initiates
  • Endorse
President’s Executive Staff, College Council, Appropriate Committees, and Staff / Students impacted by the decision
College Strategic Plan Approve
  • Initiates
  • Recommends
Endorse Endorse President’s Executive Staff, College Council, College Community at large, Appropriate Committees
Educational Master Plan Approve Recommend Endorse Endorse  VP Academic Affairs, Academic Administrators, Faculty Members, Appropriate Committees, President’s Executive Staff
Facilities Master Plan Approve Recommend Endorse    VP Administrative Services, Administrative Services Directors and Managers, Facilities Committee, College Council, President’s Executive Staff
Technology Plan Approve Recommend Endorse   AVP Information Technology Services, Technology Committee, College Council, President’s Executive Staff
Annual Budget Planning Approve Recommend Endorse   VP Administrative Services, Budget Committee, College Council, President’s Executive Staff
See AP 6200

Components of Participatory Decision-Making

There are eight (8) major constituents of participatory decision making:

  1. Board of Trustees and the President/Superintendent
  2. The Administrative Structure and Operational Processes
  3. President’s Executive Staff
  4. College Council
  5. Faculty Senate
  6. Deans, Directors, and Administrative Staff (DDAS)
  7. Classified Staff
  8. Students

A. Board of Trustees and the President/Superintendent

The Ohlone Community College District serves the cities of Fremont, Newark, and a portion of Union City, and includes all facilities and functions for Ohlone College. The District is governed by a seven-member Board of Trustees selected by voters in local elections. The Board appoints the District President/Superintendent and establishes policies to assure the quality, integrity, and effectiveness of the programs and services and the financial stability of the District.  The governing board delegates full responsibility and authority to the District President/Superintendent to implement and administer Board policies without Board interference and holds him/her accountable for the operation of the District, respectively. The Board is involved in policy-level decisions based on recommendations made by the President/Superintendent. 

Board Policy is the voice of the Board of Trustees and defines the general goals and expected outcomes for the District.  It ensures adherence to federal and state laws and regulations.   The Board, through policy, delegates authority to and through the President/Superintendent to administer the District’s operation.  The President/Superintendent is responsible to reasonably interpret Board policy as well as other relevant laws and regulations that govern the district.  Policy is best expressed in broad statements. It legally binds the district.  Therefore, policy statements should be clear, succinct, and current.  Policies and Administrative Procedures should be accessible, useful, and up-to-date.

The Board delegates authority to the President/Superintendent to develop Administrative Procedures to implement Board policy, laws, and regulations. Administrative procedures are to be issued by the President/Superintendent as statements of method to be used in implementing Board Policy. Such administrative procedures shall be consistent with the intent of Board Policy. Administrative procedures may be revised as deemed necessary by the President/Superintendent. They are developed and implemented by the President/Superintendent, administration, faculty, and staff members; they are not intended to require Board action.

The President/Superintendent has the primary responsibility for providing the leadership to achieve the mission and goals of the College district. The President/Superintendent initiates and provides leadership to establish the college goals and objectives and the evaluation process for achieving the goals and objectives; determines the District organization; directs the work of its employees; determines the times and hours of operation; determines the kinds and levels of service to be provided and the methods and means of providing them; ensures the rights and educational opportunities of students; determines staffing patterns; determines the number and kinds of personnel required; maintains the efficiency of District operation; ensures the programs and curricula of the District shall be of high quality, relevant to community and student needs, and evaluated regularly to ensure quality and currency; establishes procedures with appropriate involvement of the faculty and Faculty Senate in all processes for the development and review of all curricular offerings, including their establishment, modification or discontinuance; builds, moves or modifies facilities; establishes budget procedures and determines budgetary allocation; determines the methods of raising revenue; contracts out work as legally allowed under the Education and Government Codes; and takes action on any matter in the event of an emergency. In addition, the President has responsibility to hire, assign, evaluate, promote, lay off, discipline, and/or terminate employees.

B.  Administrative Structure and Operational Processes

It is within the units of the administrative structure that the primary administrative and operational work of the College is conducted. The basic components are the President’s Office, Academic Affairs, Student Services and Administrative Services. Each of these is further divided into a variety of operational Divisions and Departments. The President/Superintendent, as the Chief Executive Officer, coordinates the planning and operations of the College working with the Vice-President of Academic Affairs (Chief Instructional Officer), Vice President of Student Services (Chief Student Services Officer) and Vice President of Administrative Services (Chief Business Officer).    Each of the Vice-Presidents works with other administrators, faculty, and classified personnel to carry out their respective functions.

C.  President’s Executive Staff

The President/Superintendent and the three Vice-Presidents meet as the President’s Executive Staff. The Executive Staff provide overall strategic leadership for the College and assist the President/Superintendent in making policy-level recommendations to the Board of Trustees.  In addition, the Executive Staff, including the Associate Vice Presidents, through the overall organizational structure of the College, are responsible for the day-to-day decision making needed to ensure smooth operations.

D. College Council

The purposes of the Ohlone College Council, in keeping with Board Policy, are as follows:

  1. To ensure that appropriate members of the District participate in developing recommended policies for Board of Trustees’ action.
  2. To ensure that appropriate members of the District participate in developing recommended Administrative Procedures for the college president's action.

The purposes of the Ohlone College Council, in keeping with direction of the President/Superintendent for collegial governance of the college, are as follows:

  1. To ensure that appropriate members of the District participate in developing recommended college annual budgets, annual strategic plans, new programs and services and major facilities planning prior to their adoption by college officials.
  2. To ensure that all members of the college community have access to information regarding ongoing developments and issues and that there is an open forum for full participation in decision-making of areas defined under Board and state policy as well as administratively and mutually agreed governance matters.

The College Council acts as the Steering Committee for the Accreditation Self-Evaluation.  Institutional planning and program and services evaluation processes are also established by the College Council.

The membership of the College Council represents four constituency groups:

  1. Faculty
  2. Classified Staff through their two bargaining units
  3. Academic and Classified Administrators and Confidential Employees
  4. Students

The operation of the College Council is set out in its by-laws.  The conduct of the College Council meetings is consistent with the by-laws and is governed by the following minimum standards:

  1. Regular minutes of actions taken by the College Council are maintained and distributed through posting on the college website.
  2. Agendas of College Council meetings are published in advance to the college community through email and posting on the college web site.
  3. The College Council organizes its work and deliberations according to procedures it develops as it deems necessary.

All meetings of the College Council are open to the college community and comments from attendees are welcome and received respectfully.  It is expected that members of the Council report and gather input from their respective constituencies on matters under discussion by the College Council.  In addition every effort is made to keep the college community informed about what is occurring in College Council meetings.  Agendas and minutes are posted in a timely fashion, and the College Council co-chair sends out communiqués to the college community highlighting topics of particular interest.

The College Council oversees and receives regular input from the following Committees:

  • Facilities Committee
  • International Education Committee
  • Student Development Committee
  • Budget Committee
  • Sustainability Committee
  • Technology Committee

In addition to the standing committees listed above, the Council establishes ad hoc committees to address specific issues as they arise.

E. Faculty Senate (Title 5, Sections 53200-53206)

In accordance with Title V of the California Education Code, the Faculty Senate shall make recommendations to the College Administrators and/or District Board of Trustees on matters of educational and professional significance pertinent to the College and/or the District.  These matters, also known as the 10+1, include:

  1. Curriculum, including establishing prerequisites and placing courses within disciplines.
  2. Degree and certificate requirements.
  3. Grading policies.
  4. Educational program development.
  5. Standards or policies regarding student preparation and success.
  6. District and college governance structures, as related to faculty roles.
  7. Faculty roles and involvement in accreditation activities.
  8. Policies for faculty professional development activities.
  9. Process for program review.
  10. Processes for institutional planning and budget development.
  • +1. Other academic and professional matters as mutually agreed upon between the governing board and the academic senate.

BP 2510 lists the two academic and professional areas in which the Board of Trustees relies primarily upon the advice of the Faculty Senate.  They are curriculum, including establishing prerequisites and placing courses within disciplines, and grading policies.  Curriculum is developed and revised through the Curriculum Committee, a subcommittee of the Faculty Senate, as described in APs 4020, 4021, 4022, 4025, and 4100.  Similarly, grading policies are developed and revised through the Curriculum Committee as described in APs 4230, 4231 and 4232.  Both curriculum and grading policies are brought forward through the administration for Board approval.

BP 2510 further lists the academic and professional areas in which the Board of Trustees consults with the Faculty Senate and reaches mutual agreement.  Degree and certificate requirements and educational program development are carried out through the Curriculum Committee and the administration for ultimate approval by the Board.  Standards or policies regarding student preparation and success, as dictated by Education Code, are approved by the Faculty Senate and brought forward through the administration for Board approval.

Other areas of mutual agreement between the Board of Trustees and Faculty Senate involve the College community.  Where appropriate, Faculty Senate works with College Council in making recommendations to College Administrators and/or District Board of Trustees.

Faculty Senate appoints faculty members to sit on all College Council and Faculty Senate committees. The following are the Faculty Senate Committees:

  • Curriculum Committee
  • General Education Committee
  • SLOA Committee
  • Distance Education Committee
  • Equivalency Committee
  • Committee on Committees
  • Sabbatical Leave Committee

F. Deans, Directors, and Supervisors (DDAS)

The DDAS group is a forum in which managers and confidential employees obtain information and discuss issues. Their general activities are to review and discuss District and College issues and proposals, create an opportunity for management to discuss issues, discuss recommendations made to the College Council through the governance process, and make recommendations to the President/Superintendent on college-wide issues.  Representatives of administration on College Council comprise an academic administrator or confidential employee, a student services administrator or confidential employee, an administrative services administrator or confidential employee, and an administrator or confidential employee from the departments that report to the President’s office/Human Resources.*  Three of the four areas are represented on the Council at any given time.  The president appoints DDAS representatives to the College Council.

G.  Staff (Title 5, Section 51023.5)

Staff shall be provided with opportunities to participate in the formulation and development of district policies and procedures that have a significant effect on staff. The classified bargaining units, CSEA and SEIU, appoint staff representatives to the College Council.  The opinions and recommendations of staff are given every reasonable consideration.

H. Students (Title 5, Section 51023.7)

The Associated Students shall be given an opportunity to participate effectively in the formulation and development of district policies and procedures that have a significant effect on students, as defined by law. The recommendations and positions of students are given every reasonable consideration. The selection of student representatives to serve on district committees or task forces shall be made after consultation with the Associated Students.

Except for unforeseeable emergency situations, the Board shall not take any action on matters subject to this policy until the appropriate constituent group or groups have been provided the opportunity to participate.

*The President’s Office, Institutional Research and Planning, College Advancement, and the Foundation

Faculty Senate approved: November 20, 2013
College Council approved: December 2, 2013
Adopted: December 2013