|
Organizational Structure
Policy: 2.2 Cabinet, Councils, Assessment Teams and Committees
Adoption Date: October 17, 2022 Revised
CABINET AND COUNCILS
Service on the district cabinet and councils are by position. The cabinet and councils are designed to facilitate communication, planning, and coordination of efforts throughout the college district and at each site. Councils should meet as called by the chairperson. Recommendations from district and site councils are forwarded to the Executive Cabinet for review.
District Executive Cabinet
Membership:
President, chair
Executive Vice President
Chief Fiscal Officer/Controller
Chief Business Officer/Internal Auditor
Chief Operations/Safety and Security Officer
Chief Human Resources Officer
Chief Technology Systems/Data Security Officer
Chief Institutional Effectiveness Officer
Chief of Staff/Institutional Advancement Officer
Provost, San Angelo
Provost, SWCD
Executive Dean, Lamesa
Special Projects Officer, as needed
Executive Assistant, recorder
*Other district/site positions as needed
Meetings: Called by the chairperson
Purpose: The Executive Cabinet gives counsel and guidance to the president concerning the welfare and daily operations of the college district based on input from the internal and external communities. This body monitors the overall progress and planning of all aspects of the district. Ultimately, policies will be finalized for consideration by the Board of Trustees as recommended by the President in consultation with the Executive Cabinet. Maintain compliance and documentation for SACSCOC standards 2.1,3.1.c, 4.2.a, 4.2.b, 5.4, 5.5, 7.3, 8.1, 8.2, 10.9, 13, 14 and 14.3.
President’s Council
Membership:
President, chair
Executive Cabinet
President’s Staff
District and Campus Councils
Meetings: Will meet as needed
Purpose: The President’s Council serves as a communication and strategic planning team for the college district. It reviews the stated vision, mission and values of the HCJCD and strategic plan to ascertain if changes are appropriate. Ad hoc councils will be assigned as appropriate. Maintain compliance and documentation for SACSCOC standards 1.1, 2.1, and 7.1.
District Academic and Student Affairs Council
Membership:
Executive Vice President, chair
District Registrar
District Dean Financial Aid
District Dean of eLearning and Instructional Design
District Reporting Officer
District Public Information Officer/Campus Dean Student Success, BS
District Title IX Coordinator/Campus Dean of Students, BS
District Athletic Director
Campus Dean of Instruction, BS
District Project Director Title V/Assistant to Academic and Student Affairs Division, recorder
*Other district/site positions as needed
Meetings: As called by the chairperson
Purpose: This council considers all matters directly related to the district academic systems and student support, to include the code of student conduct, as well as items specific to the Big Spring site. (Its recommendations are forwarded to the Cabinet, other Councils, or Committees as needed.) Maintain compliance and documentation for SACSCOC standards 8.2.c, 8.1,10.2, 10.5, 10.6.a.b.c, 10.7, 13.6, and 14.3.
Lamesa Council
Membership:
Executive Dean, Lamesa, chair
Dean of Instruction, BS
Academic Advisor and Student Success Specialist Lamesa
Associate Registrar, BS*
District Financial Aid Coordinator*
District Dean of eLearning and Instructional Design*
District Director of Student Accounting*
District Director of Technical Support Services*
Campus Dean of Instruction, BS*
Director of Student Success Programming, BS*
Site Assistant Lamesa, recorder
*Other district/site positions as needed
Meetings: As called by the chairperson
Purpose: This council considers all matters directly related to the instruction and student services of the Lamesa site. (Its recommendations are forwareded to the Cabinet, other Councils, or Committees as needed.
San Angelo Council
Membership:
Provost, San Angelo, chair
Dean of Instruction, SA
Director of Administrative Services, District
Director of Student Services, SA
Director Academic and CTE Advising/Special Populations, SA
Librarian, SA
Administrative Assistant to Provost, recorder
*Other district/site positions as needed
Meetings: As called by the chairperson
Purpose: This council considers all matters directly related to the instruction and student services of the San Angelo site. (Its recommendations are forwarded to the Cabinet, other Councils, or Committees as needed.)
SWCD Council
Membership:
Provost, SWCD, chair
Dean of Instruction, SW
Director Student and Admin Services, SW
Assistant to the Director of Student and Administrative Services, Recorder
* Other district/site positions as needed
Meetings: As called by the chairperson
Purpose: This council considers all matters directly related to the instruction and student services of the SWCD site. (Its recommendations are forwarded to the Cabinet, other Councils, or Committees as needed.)
District Operations/Safety and Security Council
Membership:
Chief Operations/Safety and Security Officer, chair
Director Facilities and Fleet Maintenance/BS area, SA, SW
EPA Coordinator
District Emergency Operations Advisor
District Director Administrative Services, SA
Director Safety and Security, BS
Safety and Security Coordinators, SA, SW
Director of Coliseum and Custodial Services, BS
Admin Assistant to Chief Operations/Safety and Security Officer, Recorder
*Other district/site positions as needed
Meetings: As called by the chairperson
Purpose: This council considers all matters directly related to the facilities and safety/security operations of the district. (Its recommendations are forwarded to the Cabinet, other Councils, or Committees as needed.) Maintain compliance and documentation for SACSCOC standards 7.3, 13.6, 13.7, 13.8, and 14.3 and oversight of JCAR reporting.
District Business Services Council
Membership:
Chief Business Officer/Internal Auditor, chair
District Director Administrative Services, SA
District Financial Grant Accountant
Grant Managers
District Business Services Assistant, Recorder
Chief of Staff/Institutional Advancement Officer (as needed)
Auxiliary Services Contract Managers (as needed)
*Other district/site positions as needed
Meetings: As called by the chairperson
Purpose: This council considers all matters directly related to the business systems of the district. Specific attention will be given to audits of district grants and compliance requirements as well as district inventory. This council also evaluates the Risk Management Plan and provides oversight for IRS regulations relative to the foundations. (Its recommendations are forwarded to the Cabinet, other Councils, or Committees as needed.) Maintain compliance and documentation for SACSCOC standards 7.3, and 10.5.
District Financial Services Council
Membership:
Chief Fiscal Officer/Controller, chair
District Director Financial Accounting
District Director Student Accounting
District Director Administrative Services, SA
District Fiscal Accounting Manager
District Admin Assistant for Financial Services, Recorder
*Other district/site positions as needed
Meetings: As called by the chairperson
Purpose: This council considers all matters directly related to the financial systems of the district. Specific attention will be given to the district audit and budget control. (Its recommendations are forwarded to the Cabinet, other Councils, or Committees as needed.) Maintain compliance and documentation for SACSCOC standards 7.3, 13.1, 13.2, 13.3, 13.4, 13.5, and 14.3.
District Technology Systems/Data Security Council
Membership:
Chief Technology Systems/Data Security Officer, chair
District Director Network Administrator/Information Security Officer
District Director Technology Support Services
District Director Systems Administrator
District Software Support Coordinator
Admin Assistant/Help Desk Specialist, Recorder
*Other district/site positions as needed
Meetings: As called by the chairperson
Purpose: This council considers all matters directly related to the IT operations of the district. (Its recommendations are forwarded to the Cabinet, other Councils, or Committees as needed.) Maintain compliance and documentation for SACSCOC standards 11.3, 12.5, and 13.8 and the data security report according to state guidelines.
District Human Resources Council
Membership:
Chief Human Resources Officer, chair
Executive Dean Lamesa
District Payroll Manager
District Payroll Coordinator
Admin Asst to Provost/SA & HR Specialist
District Administrative Assistant to Human Resources, Recorder
*Other district/site positions as needed
Meetings: As called by the chairperson
Purpose: This council considers all matters directly related to the HR operations of the district. (Its recommendations are forwarded to the Cabinet, other Councils, or Committees as needed.) Maintain compliance and documentation for SACSCOC standards 5.4, 5.5, 6.3, and 13.8.
COMMITTEES
Service on a committee is considered to be a responsibility of all employees as assigned. Committees meet at least one time per year or as required by definition in Section 2.2 of the Employee Handbook. Ad hoc committees will be formed as needed and disbanded after completion of the task. If a committee member is unable to attend a called meeting, he/she must contact the chair. Minutes of all committee meetings must be forwarded to the President’s office by April 30. The minutes should include members in attendance, members absent with excuse listed, and summary of the meeting. Employees will be assigned to a committee as needed. Chairs are responsible for scheduling interpreters through SWCD Interpreting Services.
District Academic Affairs Committee
Membership:
Executive Vice President, chair
Chief Institutional Effectiveness Officer
Chief of Staff/Institutional Advancement Officer
Chief Technology Systems/Data Security Officer
Provost, San Angelo
Provost, SWCD
Executive Dean Lamesa
District Director College Readiness
District Registrar
SACSCOC Liaison
District QEP Director
District Project Director Title V/Assistant to Academic and Student Affairs Division
District Dean Libraries
District Dean of eLearning and Instructional Design
Campus Dean Instruction, BS, SA, SW
Campus Dean Arts and Sciences, BS, SA, SW
Campus Dean Health Professions, BS, SA
Campus Dean CTE and Workforce Development, BS, SA, SW
Librarian, SA
Library Coordinator, SW
*Specific Faculty members dependent on topic
Meetings: As called by the chairperson
Purpose: This committee considers all matters directly related to the district academic affairs needs. (Its recommendations are forwarded to the Cabinet, Councils, or other Committees as needed.) Maintain compliance and documentation for SACSCOC standards 3.1.b, 6.1, 6.2.a, 6.2.b, 6.2.c, 6.3, 6.4, 6.5, 8.1, 8.2.a, 8.2.b, 9.1, 9.2, 9.3, 9.4, 9.7, 10.1, 10.4, 10.7, 10.9, 11.1, 11.2, 11.3, 12.1, 14.3, and 14.4.
District Student Affairs Committee
Membership:
Executive Vice President, chair
Chief Institutional Effectiveness Officer
Chief Operations and Safety/Security Officer
Chief of Staff/Institutional Advancement Officer
Chief Technology Systems/Data Security Officer
Provost, SA
Provost, SWCD
Executive Dean-Lamesa
District Registrar
District Dean Financial Aid
District Dean Libraries
District Public Information Officer/Campus Dean Student Success, BS
District QEP Director
District Dean of eLearning and Instructional Design
District Director College Readiness
District Title IX Coordinator/Campus Dean of Students, BS
District Athletic Director
Campus Director Student and Admin Services, SWCD
Campus Director Student Services, SA
Director Academic & CTE Advising/Special Populations, SA
Meetings: As called by the chairperson
Purpose: This council considers all matters directly related to the district student support and services’ needs. (Its recommendations are forwarded to the Cabinet, Councils, or other Committees as needed.) The committee serves as a conduit for information between financial aid and various departments concerning Howard College’s Cohort Default Rate (CDR). This committee will assist with the implementation and compliance efforts of the default prevention and management process. Sub-committees will meet as appropriate. (Its recommendations are forwarded to the Cabinet.) Maintain compliance and documentation for SACSCOC standards 7.3, 8.1, 8.2.c, 9.7, 10.2, 10.5, 10.6.a.b.c., 10.8, 11.3, 12.1, 12.2, 12.3, 12.4, 12.5, 12.6, 13.6, and 14.3.
Admission and Standards Committee
Membership:
District Registrar, chair
Executive Vice President
Provost, SA
Provost, SWCD
Executive Dean, Lamesa
District Dean Financial Aid
Director Enrollment Services, SW
Associate Registrar, BS, SA
Director Student and Admin Services, SW
Two faculty members assigned annually
Meetings: Called by the chairperson
Purpose: This committee serves as an appellate body for students who disagree with the decisions of the admissions office concerning issues of residency and admission. If a student believes a denial of an application for admission was based on a discriminatory reason, an appeal should be made to this committee. Student appeals may be considered by utilizing a site-based subgroup of this committee as deemed necessary and appropriate by the chair. The committee also reviews admission requirements and procedures at least annually and recommends changes if needed. Maintain compliance and documentation for SACSCOC standard 10.5.
Affirmative Action Committee
Membership:
Affirmative Action Officer/Chief Human Resources Officer, chair
Campus Director Student Services, SA
HR Specialist, SA
Three faculty members assigned annually.
22-23 AY Etla Van Horn Carguill, Juan Loya, Tim Stewart
Three staff members assigned annually.
22-23 AY Jessica Rich, Fernando Rodriguez, David O’Donnell
Meetings: Called by the chairperson or by the officer
Purpose: This committee monitors the practices of the college district in hiring, training and promoting personnel; assists the administration in its effort to execute faithfully the Affirmative Action Plan of the District; and serves as a hearing committee for an employee who reports that he/she has been discriminated against.
American Disabilities Act (ADA) Committee
Membership:
District ADA Officer, chair
ADA Coordinator from each site
*Other district/site positions as needed
Meetings: As called by the chairperson
Purpose: This committee considers all matters directly related to ADA matters for the district including the review and reporting obligations under ADA policies, updating ADA information, training. (Its recommendations are forwarded to the Cabinet, other Councils, or Committees as needed.)
Communicable Diseases Committee
Membership:
Dean Health Professions, BS, co-chair
Dean Health Professions, SA, co-chair
Chief Business Officer/Internal Auditor
Chief Human Resources Officer
Chief Operations/Safety and Security Officer
Executive Vice President
Provosts, SA, SW
Executive Dean Lamesa
District Registrar
District Public Information Officer/Campus Dean Student Success, BS
District Title IX Coordinator/Dean of Students, BS
Director of Student and Admin Services, SW
Director Student Services, SA
Program Chair Correctional Studies, FCI
District Athletic Director
Athletic Trainer/BS
*Other district/site positions as needed
Meetings: Called by the chairperson
Purpose: The Communicable Diseases Committee will meet whenever a case of communicable disease is reported within the college district. Decisions will be made on a case‑by‑case basis. This committee will also be responsible for providing current, accurate information on communicable diseases to interested persons within the college communities.
Employee Hearing Committee
Membership:
Chair elected by committee
Six faculty members elected by faculty (two from Big Spring, two from SWCD, two from San Angelo)
22-23 AY Assignments:
SWCD- Lisa Westlund, Teresa Minchew
Big Spring- April Lengehennig, Mike Alexander
San Angelo - Dustin Lewis Homer Stewart
22-23 AY Presidential appointments: Richard Hickam (faculty), Beth Spence, Kleo Hidalgo
Three appointed by the president with one of the three being a faculty member
Meetings: Called by the chairperson
Purpose: This committee provides an opportunity for principals involved in personnel disputes in matters of dismissal while under contract, non‑reappointment of a tenured instructor, or alleged violations of academic freedom to present their case and then advise the president of the committee’s findings.
Nursing Peer Review Committee
Membership:
Chair elected by the committee
Dean Health Professions, BS, SA
Four nursing faculty members assigned annually
22-23 Assignments: SA Tanya Rodriguez, Bertha Lopez; BS Natasha Lasater, Sara Myers
Meetings: To be called as needed
Purpose: To provide a method for the HCJCD Nursing Program to review and meet reporting obligations under the nursing Quality Assurance Act. The primary focus of the review is the determination as to whether or not the nurse undergoing review engaged in conduct that exposed or was likely to expose a patient or other persons unnecessarily to risk or harm. (For additional information on this committee, refer to Quality Assurance Peer Review Plan.)
QEP Steering Committee
Membership:
QEP Co-Directors, chairs
Executive Vice President
Chief Fiscal Officer/Controller
Chief Institutional Effectiveness Officer
Provost, SA
Provost, SWCD
Executive Dean Lamesa
SACSCOC Liaison
District Title IX Coordinator/Dean of Students, BS
District Dean of eLearning/Instructional Design
District Reporting Officer
Dean of Arts and Sciences, BS, SA, SWCD
Dean of Health Professions, BS, SA
Dean of Workforce Development/Career Technical Education, BS, SA, SWCD
Director Student Services, SA
Director Student and Admin Services, SWCD
Meetings: At the conclusion of each long semester and as called by the chairpersons.
Purpose: This committee will review data collected regarding all QEP goals and objectives and make recommendations for modifications and adjustments as deemed appropriate and in the best interest of students being served by the program. Their recommendations will be shared with the institution’s executive cabinet at the conclusion of the meeting. At the conclusion of the five-year implementation period, the committee will be responsible for completing a trend analysis from all data collected and making a recommendation regarding program continuation for the institution. Maintain compliance and documentation for SACSCOC standard 7.2.
Safety and Security Committee
Membership:
Chief Operations/Safety and Security Officer, co-chair
Chief Technology Systems/Data Security Officer, co-chair
Executive Vice President
Chief Human Resources Officer
Provost, SA
Provost, SWCD
Executive Dean/Lamesa
District Title IX Coordinator/Dean of Students, BS
Campus Title IX Coordinators
Director Student Services, SA
Director Student and Admin Services, SW
Director Academic and CTE Advising/Special Populations, SA
District Director Network Administrator/Information Security Officer
District Emergency Operations Advisor
Director Safety and Security, BS
Safety and Security Coordinators, SA, SWCD
Judicial Officers (BS, SA, SWCD, LA)
Coordinator Residence Education, BS
Coordinator Residence Education, SWCD
Police/Security Officials
Meetings: As called by chairperson
Purpose: Provide the district with accurate, complete, and timely information about crime and the safety of the campus environment so that they can make informed decisions to maintain safety. Ensure all federal requirements of the Clery Act are met and compliance is maintained in accordance with the U.S. Department of Education. Conduct a bi-annual review of all campus safety authorities and ensure that up-to-date training is provided for all employees and students as needed and/or required. Review the Annual Security Report no later than August 1st each year to ensure compliance with before the yearly publication is due (October 1) and submit the report to the Board of Trustees. Annually review and revise emergency procedures publications. Serve as safety advisors for the college district and routinely inspect the campuses and look for potential hazards. May review employee injury reports as needed. Investigate Campus Carry requests for exclusions and make a recommendation to the president concerning the request. Maintain compliance and documentation for SACSCOC standard 13.8.
Student Fee Advisory Committee
Membership:
Chief Business Officer/Internal Auditor, co-chair
Chief Fiscal Officer/Controller, co-chair
Academic Advisor/Student Success Specialist, LA
District Title IX Coordinator/Dean of Students, BS
Director Student and Admin Services, SWCD
Director Student Services, SA
Student appointments:
Two 2-year terms as appointed by respective campus S.G.A.
- Big Spring (1)
- Lamesa (1)
- San Angelo (1)
Two 1-year terms as appointed by the respective campus and the virtual representative through consultation with the District Dean of eLearning/Instructional Design.
Meetings: Called by the chairperson annually as required by law.
Purpose: The Student Fee Advisory Committee shall study the type, amount, and expenditure of any compulsory fee and meet with appropriate administrators of the College District, submit a written report on the study, and recommend the type, amount, and expenditure of a compulsory fee to be charged for the next academic year. The committee is designed to have nine members as required by statute. The president has appointed four representative instructional positions as noted above. Five students are appointed by the S.G.A.s of the district with one representative from each site and one virtual student. In 2022, terms for the site positions were randomly drawn in an effort to meet the spirit of the statute and create a committee structure going forward.
Welfare Committee
Membership:
Chief Human Resources Officer, chair
Executive Vice President
Chief Business Officer/Internal Auditor
Chief Operations/Safety and Security Officer
District Director Administrative Services
Payroll Manager
Three faculty members assigned annually. (2022-2023 Alan Hollandsworth, Carlos Medrano, Suzi Welch)
Three staff members assigned annually. (2022-2023 Bonnie Kennedy, Renee Porter, Monica Castro)
Meetings: Called by the chairperson
Purpose: This committee reviews those matters related to the general welfare of the employees of the college district and may make appropriate recommendations to the president. Matters of concern include, but are not restricted to, pay schedules, leave policies, ORP/TRS related issues, insurance programs, and other benefits provided, dress code, wellness, and working conditions.
|
