A4: Campus Structure for Policy Making
Responsibility for taking ideas from any campus source and shaping them
into College policy in the areas where responsibility has been delegated
by the Board of Trustees is placed upon the standing committees and the
three boards of the College. The right of review, and therefore
of vetoing any of the policies as shaped, rests with the faculty (see
A3.f), the President, and the Board of Trustees. The boards
and committees also have responsibility for regular evaluation and, thus,
review of existing policy.
- The Framework of the Structure:
- The three boards are central for policy formulation. The policy
areas of the Academic Affairs Board are the curricular and instructional
program and cultural offerings of the College, including the Library. The
policy areas of the Campus Life Board are the extracurricular, religious,
social, and recreational programs, and regulations for student conduct. The
policy areas of the Administrative Affairs Board are the pattern
of organization and administration of the programs of the College,
matters of general faculty and student welfare, and matters of
- The standing committees work under and are responsible to their
respective boards in policy matters. They may also have other
functions, such as:
- To initiate policy recommendations to their board, preparing
carefully written statements with rationale for the proposals
- To examine ideas, recommendations or concerns
referred to them by the chairperson of the board to which they
- To advise administrators on procedural principles and practices.
- To assist in implementing policies and procedures.
- To make specific
administrative decisions when requested by the parent board.
- To initiate
or carry out evaluative studies of programs in their area.
Click Here to see chart
- The chart
on the next page gives a visual picture of the structure of the
governance boards and standing committees at Hope College. The
specific functions and membership principles of each board and
standing committee are given in section A5.
- Principles of Representation
- The principles used in determining representation are:
- There shall be representation from each segment of the
immediate community (student body, faculty, administration)
on all boards and standing committees. Regardless of
the segment they represent, members are responsible to make
judgments in the best interests of the entire community.
- On each board or committee, the number of members
from a given segment of the College community is approximately proportionate
to that segment's knowledge of or experience in the area of the group's
jurisdiction, its responsibility for leadership in implementing policies
in that area, and the impact of those policies on it.
from each of the segments should be chosen on the basis of
their knowledge, experience, or interest in the area of policy of
that particular committee or board.
- Representation of both genders
shall be a goal in selecting or appointing members of all boards
- Principles of Eligibility
- Committee assignments shall change periodically following
a replacement system that assures both continuity and fresh viewpoints,
and leads to education of the committee member in the structure
and functioning of the whole College program and the philosophy
of education underlying it. Membership on a board is normally for a three-year
service on a committee is also two years, with appointments made
order to ensure equitable representation of all segments of the community
or when special administrative responsibility necessitates continuing
membership on a board or committee, the three-year convention
may be superseded.
- No faculty member shall be overloaded with committee
responsibility. Normally, he or she shall be a member of no
more than two committees. When possible, members of a policy
board shall have some adjustment made in their other responsibilities
to the College.
- To be eligible for election to one of the boards, a member
of the teaching faculty with voting privileges must be completing
at least two years of service at Hope College at the time of
the spring election. Faculty membership on a standing committee
does not have this restriction; however, appointment of persons
in their first year at the College shall be an exception rather
than the rule.
A student, to be eligible for board or standing committee
membership, must be in at least his/her second semester of attendance
at Hope College and must have a cumulative grade point average of
2.0 and a 2.0 grade point average for the semester immediately preceding
his/her term of service.
- No faculty member shall be a member of a board
or elected committee during any year in which s/he is scheduled to
be absent from the campus for one or more semesters.
- A faculty member
may not serve concurrently on more than one of the following:
Administrative Affairs Board, Professional Interests Committee,
Status Committee, Advisory Committee on Financial Resources, and
the President's Advisory Committee, nor concurrently on two boards. Exception: the
Faculty Moderator (see A3.e2). For limitations on Appeals
and Grievances Panel membership, see A6f.
- The Provost's Office should
be given notice of faculty appointments to all ad hoc and special
file of committee appointments will then be made available to the Status
Committee and other bodies or individuals responsible for making committee
the beginning of each academic year, the Provost will issue a listing
of major ad hoc and special committees and their members, along
with the list of board and standing committee memberships.
- Selection Procedure
- Faculty: Faculty members
of the boards are elected so as to ensure representation from each
of the divisions. Each spring the divisional dean prepares
a list of all faculty eligible for the respective board vacancies. At
a March meeting of each division, nominations are made and, when
necessary, nominating elections are held to determine the two divisional
majority of votes cast by those in attendance is necessary for a
divisional nomination. Before placing the name of a colleague
in nomination, it is a professional courtesy to ask that person's
absent faculty member shall be nominated without advance consent.
Provost then combines the nominations from the four divisions
into a single election ballot and distributes it by mail to
all faculty members eligible to vote. The representatives
are then elected by the full faculty.
Board members are elected
for three-year terms staggered so
that one-third of the members are elected each year. If a faculty
board member finds it necessary to resign, the replacement for
the remainder of the academic year is the nominee who received
the next highest number of votes in the preceding election. If
the list of divisional nominees is exhausted, the Status
Committee appoints the replacement.
- Students: Each
of the three members of the Student Congress cabinet (the president,
the vice-president, and the comptroller), who have been elected to
these offices by an all-student
election in April, serves on one of the three boards. The Student
Congress, elected in September, elects from its own membership one
student to serve on the Academic Affairs Board, one on the Administrative
Affairs Board, and three on the Campus Life Board. The
Congress president appoints the remaining student members to
- Administrators: The
President appoints the administrative personnel who serve on
various boards with the exception of those who serve ex officio.
- Standing Committees
- Liaison from Parent Board: To
provide liaison with the parent board, the board members select one of
their members to serve on each of the standing committees that report
to the Board. This selection is made in the spring for
the coming academic year by the members of the Board who will
serve in that year.
- The remaining members of the standing committees are appointed in
the following manner:
- Faculty: The faculty members are appointed
by the Status Committee. The appointees are notified during
the summer, and their names are submitted to the faculty for its
review at the Pre-College Conference. In
making its appointments to the standing committees,
the Status Committee will bear in mind that faculty
representation from each of the divisions is generally
desirable, especially on those standing committees
dealing with academic matters.
- Students: The student members
are appointed by the executive board of the Student
Congress with approval by at least two-thirds
of the membership of the Student Congress.
- Administrators: Administrative members are
appointed by the President with the exception of those who serve ex
- Committee Officers
- Chairperson: The chairperson
of each of the three boards is elected in the spring by those
new and continuing members who are to constitute the board
for the following academic year.
- The chairperson of each board is responsible for calling
meetings, for establishing the proposed agenda, and for
determining whether a particular item is within the province
of that board. If there is a question
of jurisdiction, the three board chairpersons, along with
the President, Provost, and the Dean of Students shall
meet as an executive committee to determine procedures
to be used. These might even
include bringing together two or all three of the boards
in joint session.
- The chairperson of each board is responsible for informing
the President of any policy decisions made by the board.
S/he shall notify the President promptly in writing, attaching
a marked copy of the official Minutes of the meeting at
which the policy decision was made.
- The chairperson of each board must file with the Provost
and with the newly elected board chairperson before the
end of each academic year, a statement specifying all unfinished
business of that board, along with copies of any documents
relating to that unfinished business.
- The board chairperson is responsible for submitting to
the Provost any revisions in the Faculty Handbook which
have been approved by that board. In the case of a proposed
change in the campus governance structure, as relating
for example to existing or proposed standing committees,
the proposal is to be submitted first to the Administrative
Affairs Board. Upon positive action by the board, the
AdAB chairperson will forward the approved revision to
- Recording Secretary: The chairperson
of the board appoints a recording secretary to serve for the
entire year. The
recording secretary's role is to prepare minutes and to distribute
them in accordance with the policy set forth in Appendix I,
- The Standing Committees
- Chairperson: The chairperson is appointed by the Status
chairperson's functions are basically the same as those of
the chairperson of a board. The chairperson of each standing
committee must file with the Provost and with the newly elected
chairperson of the parent board, before the end of each academic
year, a statement specifying all unfinished business of that
committee, along with copies of any documents relating to that
- Recording Secretary: The recording
secretary is appointed by the chairperson. The recording secretary's
role is to prepare minutes and to distribute them in accordance
with the policy set forth in Appendix I, 21.b
- Regular meetings of a board are held at least monthly. Special
meetings may be called by the chairperson. The three major Boards
meet as follows: Academic Affairs Board - first and third Tuesday
of each month; Administrative Affairs Board - second Tuesday of
each month; Campus Life Board - first Tuesday of each month. If
a fifth Tuesday occurs in any month, it will be allotted to the Academic
Affairs Board. If additional meetings become necessary, they
should be scheduled at times other than Community Hours.
The standing committees hold a minimum of two meetings per semester. Thursday
during the Community Hour (11:00 a.m. – noon) has been established
as the regular meeting time for standing committees of the three major
boards according to the following schedule: second Thursday of the
month, Academic Affairs Board; third Thursday of the month, Campus
Life Board; fourth Thursday of the month, Administrative Affairs Board.
the exception of the Status Committee, the Student Standing and
Appeals Committee, and the Judicial Board, meetings of boards and
committees are open to the college community. It
must be kept in mind, however, occasionally a board or committee
may decide to act in executive session, at which time members of
the community not elected or appointed to the board or committee
may be asked to leave the meeting.
- The dates of meetings shall be publicized so that faculty
and student groups or individuals that wish to present ideas
or proposals are aware of deadlines for presentations.
- A proposed agenda shall be prepared for all regular meetings
and consideration of agenda shall be the first item of business
at each meeting. If possible, agenda items shall be publicized
so that faculty members or students who wish to be present are
aware of the items under consideration.
- The normal rules of order shall be followed in transaction
of business. A quorum is defined as 50 percent of the eligible
voters. In the absence of a quorum, business may be transacted
subject to later ratification. The chairpersons of boards and committees
do not normally vote, except in case of a tie vote. Ex officio
members of committees have full voting rights and privileges, except
that the Faculty Moderator is a non-voting member of PIC (see A3.e.2).
- In the formulation of significant policy, the committees
shall hold hearings so that the views of interested faculty members,
administrators, and students can be heard, and their ideas and responses
taken into consideration prior to the crystallizing of policy recommendations.
- Ad Hoc Committees Reporting to Boards
or Standing Committees
- A board or standing committee may wish to appoint an ad hoc committee
to make a particular study or to present special policy recommendations. When
it does so, it shall prepare a clear statement of the duties of
this committee and establish a due date for its reports.
- The membership of an ad hoc committee need not be limited
to members of the parent board or standing committee.
- Initial Policy Formulation Outside
Boards and Standing Committees
- Although, as stated above (A3.f), "major responsibility for formulating
and shaping policy is vested in the three boards and the committees under
them," other groups may take an initiative in the development of
policy proposals, beyond merely asking a board or committee to deal with
an issue. In addition to the special committees described
in section A6 below, such groups include:
- Academic Departments
- The departmental meeting is a normal
and effective means by which each member of the faculty may
present ideas on any aspect of the College program and get
initial reaction. Departments
may prepare recommendations on any matter and send them to
the chairperson of the appropriate board or standing committee.
- Within the framework of policies established by the Academic
Affairs Board, departments have some freedom to establish particular
departmental policies. To enact such policies, as well as
to take up other items of professional stimulation and concern,
each department shall hold regular meetings. Minutes shall
be kept and copies distributed to members of the department,
to the divisional dean, to the Provost, to the President, and
to the Archives.
- Divisional meetings may serve as a forum for discussion of
matters that have ramifications beyond the individual departments. Therefore,
such meetings become a means of preparing divisional recommendations
to the appropriate board or standing committee.
- Other functions of divisional meetings are to provide programs
for intellectual stimulation and to become the means of presenting
nominations to membership on the boards and on the Status,
Professional Interests, President's Advisory, and Financial
Resources Advisory Committees.
- Department Chairpersons' Councils
- The departmental chairpersons within each division meet on
occasion at the call of the divisional dean, who acts as the
addition, all departmental chairpersons meet regularly with the President
and the Administrative Staff (see A2.e). The chief function
of these councils is that of an advisory body. They may make recommendations
to the administration, the faculty, or the various policy-making
boards and standing committees for changes in policy, new policies,
procedures or programs, studies, and research in any area related
to the various programs of the College.
- Ad Hoc Committees Reporting to an Administrator or
- In the interest of the creative
academic environment which Hope College seeks to foster, it
may on occasion be desirable to appoint an ad hoc committee
to address a specific issue, opportunity, or situation. While
such ad hoc committees do not have policy-making power, they
may forward policy recommendations to the appropriate decision-making
body. Ad hoc committees are to observe the following
responsibilities of an ad hoc committee should not duplicate
the functions of a board or standing committee.
- When an ad hoc
committee is formed, its task, membership, method and time
of termination, and to whom it is to report should be delineated. A
statement specifying these matters will be submitted to the
Administrative Affairs Board, which will evaluate the ad hoc
committee plan and resolve any perceived conflicts with board
and standing committee areas of responsibility.
- An outline of
the ad hoc committee plan (task, membership, duration, to whom
it reports), its minutes, and a summary of its conclusions
or final report will be reported via KnowHope.
- In the appointment
of faculty members to ad hoc committees, equitable distribution
of extracurricular responsibilities should be kept in mind.
a policy recommendation results from the work of an ad hoc
committee, it is to be presented to the appropriate board or
- Administrative Departments
- Initial drafting of policy recommendations is sometimes done by an administrator,
possibly with the aid of existing groups such as the Deans' Council (see
A2.e). It is the administrator's responsibility, at an early stage of
the development of such recommendations, to notify the chairpersons of
the relevant board and standing committee that the work is under way,
so that the board and committee may decide at what point it wants to
become directly involved in the formulating process.
- Faculty and Presidential Review
of Policies Enacted by the Boards
- All policy actions taken by the committees are recommendations
to their parent board. All policy actions by a board are subject
to review by the faculty (see A3.f) and by the President of the College,
who is the responsible agent of the Board of Trustees.
- If board decisions are of such significance as to require Board
of Trustees approval, or if they have such financial ramifications
as to require review by the President's Administrative Staff, the
President shall upon being notified of such decisions, inform the
board promptly of the additional steps needed. Other board decisions
shall become official upon approval by the President. The action
of the President should be indicated formally within 30 days of notification
(see A4.e1a), subject to the proviso that the President is entitled
to delay a response until after the time allotted for faculty review
(see A3.f) has elapsed.
- "Checklist" and
Workshop for Board and Committee Officers
- A "Checklist for Chairpersons and Secretaries of
Boards and Committees" is available from the Provost's Office. It
contains practical recommendations on the conduct of business--from
an initial idea to enacted and approved policy--and a digest of pertinent Handbook regulations,
topically arranged for convenient reference.
- Board and committee chairpersons
have an opportunity to discuss problems they have encountered in
the governance system and ways of making the system work more effectively,
in an annual Governance Workshop sponsored by the Provost's Office.