FACULTY/STAFF POLICY & PROCEDURE MANUAL

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1.16. Committee System


The following governance document was adopted by Nicholls State University Administration and Faculty on May 1990. (Official operational date: October 1990. Amended or emended: May, 1992, May 1993, May 1996, February 2005, October 2005, October 2007, November 2009, January 2012, September 2013, November 2014, December 2014, April 2015, October 2015, March 2016, August 2017, September 2018, October 2018, November 2018, May 2019, August 2019, October 2019, December 2019, June 2021, December 2021)

This transcription of the Governance Document retains the structural and linguistic integrity of the original. Sections in this Manual transcription, however, are by necessity numbered differently from those in the original Governance Document.

Governance is the shared responsibility of all members of the University Community. To fulfill this responsibility, faculty and administration agree to establish collaborative bodies known as Academic Standing Committees, which are charged to perform specific governance duties requiring faculty and administration involvement. In addition, University Standing Committees are established to conduct other University activities. The faculty will also establish its own governance bodies known as Faculty Senate Standing Committees.

1.16.1 General Operating Procedures for Academic, University, and Faculty Senate Standing Committees

Academic Standing Committees: (Section 1.16.2)
• Academic Appeals Committee
• Continuing Education Committee
• Courses and Curricula Committee
• General Education Committee
• Graduate Council
• Grievance Committee
• Honors Committee
• Human Subjects Institutional Review Board
• Library Committee
• Research Council
• University–wide Promotion and Tenure Appeals Committee
• University Required Education Committee

University Standing Committees: (Section 1.16.3)
• Athletics Council
• Budget Review Committee
• Compliance Committee
• Discipline Committee
• Distance Learning Committee
• Honorary Degree Committee
• Institutional Animal Care and Use Committee (IACUC)
• Parking Policy Committee
• Parking/Traffic Appeals Committee
• Policy and Procedure Manual Committee
• R1/R2 Committee Research and Sponsored Projects Committee
• Scholarship Committee
• Social and Community Concerns Committee
• Space Utilization Committee
• Student Media Committee
• Student Organizations Committee
• Student Success and Retention Committee

• Faculty Senate Standing Committees: (Section 1.16.4)
• Committee on Committees
• Executive Committee
• Faculty Welfare Committee

1.16.1.1  Minutes

Each committee shall keep minutes of each meeting and shall disseminate those minutes expeditiously, once approved, within 5 working days. Minutes shall be provided to all members of the committee, the officer or group to which the committee reports, the Office of the President, the Faculty Senate President, the Faculty Senate Vice–President, to the University Archives, and made available on the V Drive: Admins> MEETING MINUTES as appropriate to the confidentiality of such minutes.

1.16.1.2  Chair Selection

Each committee shall choose from its membership a chair at its first regularly scheduled meeting but no later than the fourth week of the commencement of fall classes, excluding days lost to University closures. Academic Standing Committees shall be convened by the Committee on Committees in order to elect a chair and set a committee’s first agenda. The officer to whom a University Standing Committee reports shall call the first meeting of a committee for the purpose of electing a chair, except in those cases in which chairs are appointed, and setting a first agenda. University Standing Committees shall elect as chair any member excluding ex officio members of the committee. Academic Standing Committees shall elect as chair any faculty member serving on the committee excluding ex officio members. Faculty Senate Standing Committees shall elect as chair any member serving on the committee. All committee chairs shall have full voting and speaking privileges. The Faculty Senate Vice–President will be informed of and invited to attend all first committee meetings to charge each committee with its responsibilities.

1.16.1.3  Ex Officio Members

Ex officio members of the committees, unless otherwise specified, shall have speaking and voting privileges. If an individual serves as an ex officio member of a committee in more than one capacity, that individual shall have but one vote.

1.16.1.4  Quorum

Presence of a majority of the voting members of a committee shall constitute a quorum.

1.16.1.5  Timelines for Elections and Appointments

Elections of faculty within each academic unit and nominations by the Committee on Committees shall be completed before May 1 each year. Faculty shall be notified of vacancies one month prior to elections or appointments to fill such

vacancies. Faculty shall be appointed to committees by appointing officers before the end of the Spring Semester each year. Faculty, staff, and administrative representatives to a committee, unless otherwise specified, shall be elected/ selected for two–year (24 month) terms. The terms of faculty representatives to each committee shall be staggered so that committee membership is elected/selected as close to one–half as possible each year.

1.16.1.6  Appointment of Faculty Representatives

If there is no candidate for a position requiring an elected faculty representative to a committee, the Committee on Committees shall appoint the requisite faculty representative(s).

1.16.1.7  Student Membership

When student membership is specified for a committee, those student members shall be appointed by the Student Government Association (SGA) President for one–year terms.

1.16.1.8  Subcommittees

Each committee shall have the authority to form subcommittees for the purposes contained in the charge to that committee and to invite other members of the University community to meet with the committee.

1.16.1.9  Chair Review

The committee chair shall review committee minutes from previous semesters to identify issues and concerns and provide committee continuity.

1.16.1.10  Submissions

In addition to maintaining and distributing minutes, each committee shall submit its recommendations and actions in writing to the University administrator to whom it reports as indicated in the description of the committee. If the committee reports to the Faculty Senate, the recommendations must be submitted at least ten (10) working days before the next scheduled Senate meeting. The University administrator to whom a committee or the Faculty Senate reports shall respond to that committee or the Faculty Senate expeditiously (but within no more than twenty [20] working days) or within a time mutually agreed upon by the Senate Executive Committee and the University President.

1.16.1.11  Modifications

Any modification to these General Operating Procedures shall be mutually agreed upon by a majority of the Faculty Senate and the President of the University.

1.16.1.12  Release Time for Committee Chairs

Release time shall be granted to equal one course (three credit hours) for faculty holding the following positions: Faculty Senate President, Courses and Curriculum Chair (fall semester only), and the General Education Assessment Coordinator, as these positions require significant time commitment beyond the normal service component outlined in the normal scope of work for the university.

1.16.2  Academic Standing Committees

By joint resolution of the administration and the faculty, the following committees are authorized to share in the governance of the University. The committees listed in this section are those committees within the governance structure that relate to academic issues. Unless otherwise specified, committee recommendations shall be reported to the Faculty Senate for action. Recommendations of the Faculty Senate shall be forwarded to the Provost and Vice President for Academic Affairs, who shall as appropriate transmit them to the relevant University bodies. The purposes, membership, and duties/ responsibilities are detailed for each committee. Modification to the purpose, membership, reporting procedures, and duties and procedures of the committees within this section shall be mutually agreed upon by a simple majority of the Faculty Senate at the meeting after which notice of such change has been given to the President of the University.

1.16.2.1  Academic Appeals Committee

Purpose: To recommend policy regarding matriculation, act on student grade appeals as the next level of appeal after college committees, and act on student appeals related to academic standards.

Reports to: Provost and Vice President for Academic Affairs through the Faculty Senate

Exception: Appeal actions are confidential in nature and appeal files shall not be open to the Faculty Senate. Actions taken related to appeals are sent directly to the Provost and Vice President for Academic Affairs.

Membership (14):

  • One Faculty member from each academic college and the library appointed by the Provost and Vice President for Academic Affairs from nominations submitted by the Committee on Committees
  • Chair, Director of Student Success and Retention (permanent) (ex-officio, non-voting)
  • Executive Director of Enrollment Services (ex officio, nonvoting)
  • One representative of the Deans’ Council appointed by the Provost and Vice President for Academic Affairs (ex officio, may vote for issues of student appeals only)
  • One representative of Records and Registration appointed by the Provost and Vice President for Academic Affairs (ex officio, may vote for issues of student appeals only)
  • One representative of Student Affairs appointed by the Vice President for Student Affairs (ex-officio, may vote for issues of student appeals only)
  • Two students appointed by SGA

Duties/Procedures:

  • Convened by the chair once a semester and otherwise as needed.
  • Serve as appeals board for student grade appeals as next level of appeal following college committee.
  • Serve as appeals board for student appeals related to academic standards, probation, re admission, etc.
  • Report to Faculty Senate concerning committee activities at least once a semester.

1.16.2.2  Continuing Education Committee

Purpose: To advise the Director of Continuing Education and make policy recommendations regarding the operation of Continuing Education.

Reports to: Vice President for Finance and Administration

Membership (13):

  • One faculty member elected from each college and the library from nominations from the Committee on Committees
  • Director of Continuing Education (ex officio, nonvoting)
  • Executive Director of Enrollment Services (ex officio)
  • Dean of Students
  • One student appointed by SGA
  • Director of Auxiliary Services (ex officio)
  • One member of the Athletics Department, appointed by the Athletic Director

Duties/ Procedures:

  • Convened by the chair at least once a semester and otherwise as needed.
  • Address issues presented by the Director of Continuing Education, or by colleges or departments related to continuing education.
  • Recommend to the Director of Continuing Education programming or policy related to issues addressed.
  • Submit recommendations to Faculty Senate for action.

1.16.2.3  Courses and Curricula Committee

Purpose: To make recommendations on policies and procedures regarding the undergraduate curriculum, academic programs; serve as a review board for proposed courses and curricula changes and make recommendations for accepted changes. Advise the Provost and Vice President for Academic Affairs on policies and standards regarding all academic programs.

Reports to: Provost and Vice President for Academic Affairs through the Faculty Senate.

Membership (20):

  • One faculty member from each academic college elected through the Faculty Senate Committee on Committees
  • One faculty member from each academic college appointed by Provost and Vice President for Academic Affairs from nominations submitted by the Committee on Committees
  • Acquisitions Librarian (ex officio, nonvoting)
  • The Director of Continuing Education (ex officio, nonvoting)
  • One representative of the Deans’ Council, appointed by Provost and Vice President for Academic Affairs (ex officio, nonvoting)
  • One representative of Records and Registration appointed by the Provost and Vice President for Academic Affairs (ex officio, nonvoting)
  • One representative of Enrollment Services appointed by the Provost and Vice President for Academic Affairs (ex-officio, nonvoting)
  • Two students appointed by SGA
  • Chair appointed by Provost and Vice President for Academic Affairs (ex officio, nonvoting)

Duties/ Procedures:

  • Convened by the chair weekly in the fall semester and by the Provost & Vice-president for Academic Affairs as needed in the spring semester.
  • Review, coordinate, and encourage cooperation within the academic units of the University.
  • Call for Catalog change submissions from all departments.
  • Review all undergraduate course and curricula changes prior to making recommendations for acceptance or rejection of each.
  • Coordinate with University staff responsible for preparation of the Undergraduate/Graduate Catalog.
  • Submit minutes of recommendations to Faculty Senate.

1.16.2.4 General Education Committee

Purpose: Review and assess the General Education program as part of the University’s ongoing institutional assessment process, with specific emphasis on meeting BOR and SACSCOC requirements.

Reports to: Provost and Vice President for Academic Affairs through the Faculty Senate.

Membership (20):
• One faculty member from each of the General Education foundation areas—English, Mathematics, Natural Sciences, Humanities, Fine Arts, and Social Sciences—to be appointed by the Provost and Vice President for Academic Affairs
• One faculty member from each of the following Colleges: Nursing, Business Administration, Education and Behavioral Sciences. One faculty member from Physical Sciences, Economics/Psychology and from the library elected through the regular committee election procedures of the University Governance Document
• Chair, Courses & Curricula (Permanent) (ex officio nonvoting)
• Chief Articulation Officer (ex officio nonvoting)
• Director of Institutional Effectiveness (ex officio)
• SACSCOC Coordinator (ex officio nonvoting)
• Two students appointed by SGA
• General Education Assessment Coordinator (ex officio)
• General Education Program Coordinator (chair) – faculty member to be appointed by the Provost and Vice President for Academic Affairs

Duties/Procedures
• Convened by the coordinator once a semester and otherwise as needed.
• Review Board of Regents and SACSCOC general education requirements and study current trends in general education assessment.
• Articulate and clarify the philosophy, requirements, and learning outcomes of general education at Nicholls to ensure that the University meets external mandates for general education and ongoing institutional assessment.
• Review and assess the general education program periodically and, based on assessment results, make appropriate recommendations for change.
• Evaluate assessment tools and procedures to determine best practices for reflecting and improving learning outcomes.
• Promote campus–wide awareness of general education requirements.
• Submit an annual report in the spring semester to the SACSCOC Coordinator, the Faculty Senate, and the Provost & Vice President for Academic Affairs.

1.16.2.5  Graduate Council

Purpose: To study and review curriculum, program and policy proposals related to the graduate program; review applications for appointment to graduate faculty; act on graduate student appeals related to academic standards.

Reports to: Director of Graduate Studies

Membership (16):

  • Two Regular Members of graduate faculty elected in the College of Business Administration, the College of Education and Behavioral Sciences, and the College of Nursing. One Regular Member elected in the College of Sciences and Technology
  • Graduate studies coordinators from the Colleges of Business Administration, Education and Behavioral Sciences, and Nursing, and from the Departments of Biological Sciences and Mathematics, and Allied Health Sciences. (ex officio)
  • Director of the Library (ex officio, nonvoting)
  • Representative of Records and Registration (ex officio, nonvoting)
  • Director of Graduate Studies. (ex–officio, non–voting)

Duties/ Procedures:

  • Convened by the Director of Graduate Studies or the chair once a semester and otherwise as needed.
  • Review curriculum, program, and policy changes submitted by college graduate curriculum committees before making recommendations for acceptance or rejection of each to the Provost and Vice President for Academic Affairs.
  • Serve as appeals board for graduate students.
  • Recommend students for candidacy and graduation.
  • Coordinate with University staff responsible for preparation of the Undergraduate/Graduate Catalog.
  • Report to Faculty Senate concerning Council activities at least once a year, excepting confidential information related to appeals.
  • Review applications for appointment to graduate faculty and make recommendations to the President of the University.

The Faculty Appointment to the Graduate Faculty section of this Manual has specific information about faculty appointment to the Graduate Council.

1.16.2.6  Grievance Committee

Purpose: To hear grievances beyond the departmental, college levels, and Provost and Vice President for Academic Affairs following established Nicholls State University Faculty Grievance procedures. Grievances that are legitimately the province of the Committee are those presented by a faculty member. The Committee serves as a hearing and recommending body reporting its findings to the University President.

Reports to: University President

Membership (9 + 9 alternate): (18)

Note: Terms of elected committee members will be alternating three–year terms, appointed members will serve for one term.

  • One faculty member, and one alternate faculty member, from each academic college and the library (elected by their respective units)
  • Two at–large members, and two alternate at-large members, appointed by the University President
  • All members of the Grievance Committee, independent of length of contract period, should be willing to serve during the summer months if necessary

Duties/Procedures

  • Convened by the chair as necessary.
  • Strictly adhere to all specifications established in the Nicholls State University Faculty Grievance Procedures approved by the Board of Supervisors for the University of Louisiana System, which is incorporated by reference.
  • Submit Committee findings in writing to the parties, i.e., the faculty member and the University administration, through the office of the President.
  • Report to the Faculty Senate once a semester concerning number of grievances heard.

1.16.2.7  Honors Committee

Purpose: To act as a goal–setting and policy–making body for the Honors Program.

Reports to:  Vice Provost

Membership (12):

  • The Director of the University Honors Program (Chair)
  • Six faculty members (one from each academic college) appointed by the Provost and Vice President for Academic Affairs from nominations from the Committee on Committees
  • Three Honors faculty selected by the Director of the Honors Program
  • Two honor students, one the president of the Honors Student Council, and another selected by the Honors Student Council, as ex–officio committee members

Duties/Procedures

  • Convened by the chair at least twice per fall and spring semester.
  • Evaluate and recommend Honors Program policies and procedures.
  • Review and recommend improvements to Honors course offerings.

 1.16.2.8  Human Subjects Institutional Review Board

Purpose: To ensure that the rights and welfare of human subjects are protected in the research process and to determine whether human subjects will be placed at physical, psychological, and social risk.

Reports to: Provost and Vice–President for Academic Affairs through Faculty Senate

Membership (11):

  • One faculty member elected from each academic college and the Library
  • One representative each from the departments of psychology and nursing appointed by the University Research Council
  • One member from the University community at–large appointed by the Provost and Vice President for Academic Affairs
  • One member who is not otherwise affiliated with Nicholls State University nor immediately related to anyone affiliated with Nicholls State University. Such person will be appointed by the Provost and Vice President for Academic Affairs and approved by the Nicholls State University Research Council

Duties/Procedures

  • Convened by the Chair once a semester and otherwise as needed.
  • Review, approve, require modification(s) in, or disapprove all research activities or proposed research activities involving human subjects at Nicholls State University. A record of all such research activities will be maintained.
  • Determine whether the rights and welfare of subjects are properly protected.
  • The Board may recommend policy change concerning research activities and procedures when the situation so merits and when national guidelines for institutional research review procedures are changed. Such recommendations will be submitted to the Faculty Senate for action.
  • The Chair of the Institutional Review Board will report committee activities to the Faculty Senate at least once a year.

1.16.2.9  Library Committee

Purpose: To advise the Director of the Library and make policy recommendations regarding library operation.

Reports to: Director of the Library through the Faculty Senate

Membership (10):

  • One faculty member from each academic college and 1 library faculty (to include one member of the Faculty Senate appointed by Provost and Vice President for Academic Affairs from nominations by the Committee on Committees
  • Director of the Library (ex officio, nonvoting)
  • Two students appointed by SGA

Duties/ Procedures:

  • Convened by the chair once a semester and otherwise as needed.
  • Address issues presented by colleges or departments related to the library.
  • Address issues presented by the Director of the Library.
  • Review library acquisitions and policies and make recommendations.
  • Maintain a liaison with Graduate Council; Courses and Curricula, and Calendar Committee; and Academic Appeals Committee through the Library Director.
  • Submit recommendations consistent with the American Library Association’s statement on Intellectual Freedom and Library Bill of Rights.
  • Submit recommendations to Faculty Senate for action.

1.16.2.10 Research Council

Purpose: To gather and disseminate information concerning grants and funds available to the University and review faculty proposals requesting University funding.

Reports to: Provost and Vice President for Academic Affairs through the Faculty Senate

Membership (10):

  • One faculty representative from each academic college and the library appointed by Provost and Vice President for Academic Affairs from nominations submitted by the Committee on Committees
  • Director of Institutional Research (ex officio, nonvoting)
  • Chairman, Computer Planning Committee (ex officio, nonvoting)
  • Director, Office of Research and Sponsored Programs (ex–officio, non–voting)

Duties/ Procedures:

  • Convened by the chair once a semester and otherwise as needed.
  • Disseminate grant and funding information through memos and/or other advertising means.
  • Call for proposals for Nicholls research grant monies.
  • Review submitted proposals and interview proposal applicants.
  • Conduct follow–up reviews of previously awarded grants.
  • Review and suggest policies regarding conduct of research done with University resources.
  • Submit policy recommendations related to research to Faculty Senate for action.
  • Submit recommendations regarding funding of research projects directly to the Provost and Vice President for Academic Affairs.

1.16.2.11 University–wide Promotion and Tenure Appeals Committee

Purpose: Review faculty appeals of the annual formative or the summative evaluation process for promotion and/or tenure and make a recommendation to the Department Head, Dean or Director of the Library, or the Provost and Vice President for Academic Affairs. The peer review recommendation does not relieve the administrator from the responsibility of making the evaluative decision.

Reports to: Faculty Senate

Membership (8):

  • One faculty member from each academic college (elected)
  • One member from the Library (elected)
  • One member at large (elected)

All members must be full–time, tenured faculty; members should have the rank of full professor. If there is an insufficient number of full professors in any academic unit, an elected full–time tenured associate professor in that unit will serve. Deans and Department Heads cannot serve on this committee; faculty directors and coordinators who are contracted at 50% or more teaching duties are eligible. Elections shall be completed before any college–level peer review committees are appointed. The at–large position shall be elected from a list of eligible faculty prepared from a master list submitted by the colleges and the Library after the initial elections have taken place.

Duties/Procedures

  • Convened by the chair as necessary.
  • Strictly adhere to all specifications established in the Nicholls State University Formative and Summative appeals process (Section 2.10.3.3).
  • Submit Committee findings in writing to the appropriate level as described in Sections 2.10.3.3 and 2.10.3.7 of this Manual.
  • Report to the Faculty Senate once a year concerning number of appeals heard.

1.16.2.12  University Required Education Committee
Purpose: To make recommendations regarding the university required hours with specific emphasis on meeting BOR and SACSCOC requirements; review and approve courses fulfilling the university required hours; oversee assessment of university required competencies.

Reports to: Provost and Vice President for Academic Affairs through the Faculty Senate

Membership (15):

  • One faculty member from each of the university required areas: Computer Literacy, Oral Communication, Writing Intensive, and Freshman Seminar
  • One faculty member from each of the Academic Colleges and the Library.
  • One student appointed by SGA
  • Chair, Courses & Curricula (ex officio nonvoting)
  • Chief Articulation Officer (ex officio nonvoting)
  • One representative from the Office of Institutional Research, Effectiveness, and Planning (ex officio nonvoting)

Duties/Procedures:

  • Convened by the chair once a semester and otherwise as needed.
  • Articulate and clarify the guidelines and expectations for courses meeting the university required hours in computer literacy, oral communication, writing intensive, and freshman seminar.
  • Review and approve courses as fulfilling the university required education hours.
  • Oversee assessment of the university required education competencies in approved courses.

1.16.3  University Standing Committees

University committees perform specific tasks on a continuing basis. The purposes, membership, reporting procedures, and duties/responsibilities are specified for University Standing Committees in the succeeding section. Recommendations of University Standing Committees shall be forwarded to the appropriate Vice President who shall as deemed necessary transmit them to the appropriate University body. Any modification to the purpose, membership, reporting procedures, and duties and procedure of committees as well as deletions or additions of committees named in this document shall be mutually agreed upon by the President of the University and a simple majority of the Faculty Senate at the meeting after which notice of the change has been given.

1.16.3.1  Athletics Council

Purpose: To serve as advisory body for the University’s varsity athletic programs, to consult with the Athletic Director and staff in formulation of policy, and to insure that competitive athletics activities are pursued in harmony with the University’s academic mission and with policies of external regulatory bodies.

Reports to: President

Membership (11):

  • One faculty member (two year term) appointed by the President
  • SGA President or designee
  • SAAC President or designee
  • Community member (Alum appointed by the President for two year term)
  • Faculty Senate President (ex officio)
  • Director of Athletics (ex officio)
  • Registrar (ex officio)
  • Athletic Academic Advisor (ex officio)
  • Athletics Compliance Officer (ex officio)
  • Athletic Senior Women’s Administrator (ex officio)
  • Faculty Athletics Representative (FAR) appointed by President to be the official NCAA/SLC representative (serves as Chair of the Athletics Council)

Duties/ Procedures:

  • Convened by the chair as needed but not less than once a semester to review policy, consult with Athletic Director and staff, and evaluate implementation of University policies in athletic programs.
  • Monitor the effect of scheduled athletic events upon academic programs and the effect of participation in athletics upon individual athletes.
  • Monitor compliance of athletic programs with governing bodies of intercollegiate sports.
  • Report committee actions and recommendations to President.

1.16.3.2  Budget Review Committee

Purpose: To conduct budget hearings, receive divisional and institutional development request, and recommend funding for budget proposals, plans, and priorities. The committee will use the norm consensus in reaching recommendations.

Reports to: President

Membership (22):

  • Three Vice-Presidents
  • Director of Athletics
  • Six faculty (one faculty per college – elected by the college)
  • One member from the Library (elected)
  • Faculty Senate President and Vice President
  • One representative from Finance and Administration, appointed by the Vice President for Finance and Administration
  • One representative from Student Affairs, appointed by Vice President for Student Affairs
  • One representative from Enrollment Services, appointed by the Provost and Vice President for Academic Affairs
  • One representative from Physical Plant Operations
  • One representative from Budget Office
  • Classified Staff Advisory Committee Chair
  • Unclassified Staff Advisory Council President
  • SGA President and SGA Vice President

Duties/Procedures

  • Convene a minimum of two times annually, preferably in November and May.
  • Review budget materials and make recommendations for prioritization of resource allocation. 

1.16.3.3  Compliance Committee

Purpose: To develop, recommend, and review policies relating to external acts, decrees, or other mandates to assure academic, legal, personal, and professional equity under these mandates, including but not limited to Sect. 504 (Handicapped), Title IX (Sexual Discrimination), Equal Opportunity Employment, and Drug–Free Workplace Act.

Reports to: Vice President for Finance and Administration

Membership (16):

  • Seven faculty members (one from each academic college and the Library) appointed by the Provost and Vice President for Academic Affairs from nominations by Committee on Committees
  • Three representatives of unclassified (non–faculty) staff appointed by the Vice President for Finance and Administration
  • Three representatives of classified (non–faculty) Civil Service appointed Vice President for Finance and Administration
  • Director of Human Resources (Compliance Officer) (ex officio)
  • Two students appointed by SGA

Note: Representation should draw from those segments of the University community who have a vested interest in this area.

Duties/ Procedures:

  • Convened by the chair once a semester and otherwise as needed.
  • Develop, recommend, and review policies related to acts and decrees given in “Purpose,” above.
  • Monitor the implementation of the mandated acts and decrees given in “Purpose,” above.
  • Receive information from Compliance Officer relating to external mandates and to present pertinent updates to the University in a timely manner.
  • Hear concerns related to these areas and refer to appropriate authorities.
  • Report to the Vice President for Finance and Administration.

1.16.3.4  Discipline Committee

Purpose: To serve as a hearing/appeals body for disciplinary hearings as specified in Nicholls Code of Student Conduct and Appeals Procedures.

Reports to: Vice President for Student Affairs

Membership (14):

Note: Committee members will serve three–year (thirty-six month) terms.

  • Seven faculty representatives (one from each academic college and the Library) appointed by the Vice President for Student Affairs from nominations submitted by the Committee on Committees
  • Two representatives from Student Affairs, appointed by Vice President for Student Affairs
  • Five students, to be composed of the Judicial Board of the SGA

Duties/ Procedures:

  • Convened by the chair as needed to conduct hearings or appeals as specified in the Nicholls Code of Student Conduct and Appeals Procedures.
  • Review and recommend policies relating to procedures as needed.
  • Report findings as specified in the Nicholls Code of Student Conduct and Appeals Procedures.

1.16.3.5 Institutional Animal Care and Use Committee (IACUC)

Purpose: To ensure humane treatment of animals used in experimentation, to determine if the researcher considered alternative ways for conducting research without the use of animals, and to support research which benefits both humans and animals through compassionate and health-promoting care of experimental animals.

Reports to: Provost and Vice President for Academic Affairs

Membership: (6)
• One doctor of veterinary medicine selected by the president from recommendations of the department heads of the biology and psychology departments. (Permanent member)
• Three members selected by the president who have had scientific laboratory experience with animals. The president selects from:
• three faculty recommended by the psychology department head
• three faculty recommended by the biology department head
No more than two of these three selected members shall be from the same academic unit. One will serve as chair
• One member, selected by the President, whose primary concern is in a non-scientific area (e.g. lawyer, member of the clergy, or ethicist) (Permanent member)
• One non-affiliated member (no immediate relative affiliation with the institution), to provide representation for the general community interests in the proper care and treatment of animals, is selected by the president from three recommendations made by the head of the biology and psychology departments (Five-year term)

Duties/Procedures:
• Convened by the chair as needed, but not less than once a semester in March and September to evaluate semiannual program reviews and animal facility inspections using the Guide for the Care and Use of Laboratory Animals, the Semiannual Program Review Checklist and the Semiannual Facility Inspection Checklist.
• Submit findings of semiannual animal facility inspections and a plan for correction to the animal facility manager using approved format. Submit semiannual reports to the Provost and Vice President for Academic Affairs on findings from program reviews and animal facility inspections using approved format.
• Meet as necessary for the purpose of reviewing and acting on all applications for the use of animals in research and/or teaching projects at Nicholls State University.
• Monitor adherence to approved protocols with possible suspension of an activity when non-compliant.
• Submit annual reports to USDA/OLAW through the Provost and Vice President for Academic Affairs no later than December 1 of each year whenever animals covered under the Animal Welfare Act are used in research or teaching projects.
• Submit an annual report through the Provost and Vice President for Academic Affairs whenever animal research projects are funded by the National Institutes of Health.
• Investigate and act on any and all accusations regarding violations of federal regulations.
• Articulate Nicholls’ animal care policy as necessary to members of the university community or the general public.

1.16.3.6 Parking/Traffic Appeals Committee

Purpose: The committee shall serve as the hearing board for appeals of parking/traffic citations and delinquent fees (as specified in the University Parking Traffic Regulations).

Reports to: Vice President for Finance and Administration

Membership (12):
• Three faculty members appointed to serve three–year staggered terms, appointed by the Vice President for Finance and Administration from nominations by the Faculty Senate Committee on Committees
• Three classified employees appointed to serve three–year staggered terms, appointed by the Vice President for Finance and Administration from nominations by the Classified Employees Advisory Committee
• One unclassified employee not holding faculty rank to be appointed for a three–year term, appointed by the Vice President for Finance and Administration from nominations by the Unclassified Staff Advisory Council
• Three students to be appointed by SGA to serve three–year terms or until graduation, whichever comes first
• Director of University Police (ex officio, non–voting)
• Coordinator of Parking Enforcement (non-voting)

Duties/ Procedures:
• Convened by the chair as needed to determine whether citations were properly issued in accordance with University Parking/Traffic Regulations and to recommend if the fine shall stand or be dismissed.
• Determine whether there are extenuating circumstances for reducing or dismissing delinquent fees and to recommend the reduction or elimination of delinquent fees whenever it determines that there is just cause for doing so.
• Hear appeals from individuals whose parking permits have been suspended.
• Report committee actions and recommendations to the Vice President for Finance and Administration.

1.16.3.7  Scholarship Committee

Purpose: To establish or approve and monitor requirements for scholarship holders and make recommendations regarding scholarship in harmony with policies of external regulatory bodies.

Reports to: Provost and Vice President for Academic Affairs through the Assistant Vice President for Institutional Effectiveness, Access, and Success

Membership (13):

  • One faculty member from each academic unit and appointed by the Provost and Vice President for Academic Affairs from nominations by the Committee on Committees.
  • Executive Director of Enrollment Services (Permanent Member)
  • Representative of Admissions appointed by the Provost and Vice President for Academic Affairs
  • Representative of Financial Aid (ex–officio) appointed by the Provost and Vice President for Academic Affairs
  • One representative appointed by the Vice President for Student Affairs.
  • One representative from Administrative and Information Services appointed by the Vice President for Finance and Administration
  • Two students appointed by the SGA

Duties/Procedures:

  • Convened by the chair as needed.
  • Recommend policy related to requirements for scholarship holders.
  • Review and select non–athletic scholarship winners and forward actions to Provost and Vice President for Academic Affairs and to the Executive Director of Enrollment Services.

 1.16.3.8  Social and Community Concerns Committee

Purpose: To review and recommend policies and procedures related to social concerns affecting members of the University community; to coordinate activities relating to these areas; and to promote a safe and healthy living and working environment. These areas may include but not be limited to, diversity and inclusion, issues that impact campus climate, and campus health issues.

Reports to: Vice President for Student Affairs

Membership (15):

  • Six faculty members to be appointed by the Vice President for Student Affairs from nominations by the Committee on Committees
  • Three representatives of unclassified (non–faculty) staff appointed by Director of Human Resources
  • Three representatives of classified (non–faculty) Civil Service appointed by Director of Human Resources
  • Two students appointed by SGA
  • Dean of Students

Duties/Procedures:

  • Convened by chair once a semester and otherwise as needed.
  • Review and recommend policies and guidelines to attend to social concerns raised by members of the University community or implied in purposes of the committee expressed above.
  • Monitor working conditions and community environment to identify social, environmental, or other conditions that affect optimum performance of members of the University community.
  • Coordinate and disseminate information relating to the above concerns.
  • Report actions to Vice President for Student Affairs.

1.16.3.9  Student Media Committee

Purpose: To select student editors and managers for student publications and non–print media and hear student employment appeals.

Reports to: Provost and Vice President for Academic Affairs

Membership (16):

  • Four faculty members appointed by the Provost and Vice President for Academic Affairs from nominations submitted by the Committee on Committees
  • One representative of Student Affairs appointed by Provost and Vice President for Academic Affairs
  • Three students appointed by SGA
  • Advisors, Student Publications and Non–Print Media (ex officio)
  • Editors and Managers, Student Publications and Non–Print Media (ex officio)
  • Director of Communications (ex officio)
  • Head of Department of Mass Communication (ex officio)
  • Laboratory technician charged with the responsibility of maintaining the equipment at KNSU

Duties/Procedures:

  • Convened by the chair once a semester and otherwise as needed.
  • Select student editors and managers for student publications and non–print media. (Student staff members under review will recuse themselves from review proceedings related to their position.)
  • Serve as an appeals board for student personnel issues within student publications and non–print media, ensuring due process and dismissal “for cause.”
  • Confirm organizational job title or duty changes that relate to student managerial and editorial positions presented by advisors and student editors or managers.
  • Report committee actions and recommendations to Vice President for Student Affairs.

1.16.3.10  Student Organizations Committee

Purpose: To regulate, monitor, and encourage the activities of student organizations that support the mission of the University.

Reports to: Vice President for Student Affairs

Membership (13):

  • Four faculty members appointed by Vice President for Student Affairs from nominations submitted by Committee on Committees
  • Three students appointed by Vice President for Student Affairs (to include representatives of academic, social, and service organizations)
  • Two students appointed by SGA
  • Dean of Students (ex officio)
  • Director of Auxiliary Services (ex officio)
  • Advisor, Greek Life (ex officio)
  • Advisor, Student Organizations (ex officio)

Duties/ Procedures:

  • Convened by chair as needed but not less than once a semester.
  • Review and recommend policies relating to student organizations to assure that their activities support the mission of the University.
  • Implement guidelines as specified in Nicholls Student Organizations Handbook, including the chartering of student organizations and review of their ongoing activities.
  • Hear appeals made by student organizations as specified in the Nicholls Code of Student Conduct.
  • Report actions to Vice President for Student Affairs.

1.16.3.11 Distance Learning Committee

Purpose: To ensure that faculty members play an appropriate role in designing courses/programs offered by distance education, are engaged in the planning and systematic review of distance education and are part of the academic over site of distance education initiatives. To regulate, monitor, and encourage activities related to distance learning

Reports to: Vice Provost

Membership (17):
• At least one faculty member from each college and at-large members as deemed necessary by the Coordinator of Distance Learning, representing different disciplines, to be nominated by the committee, deans or Provost and Vice President for Academic Affairs and appointed by the Provost and Vice President for Academic Affairs;
• A representative from academic computing;
• Assistant Vice President for Institutional Effectiveness, Access & Success
• One permanent member, the Coordinator of Distance Learning, who will also serve as Chair

Duties/ Procedures:
• Convened by chair as needed but not less than once a semester.
• Review and recommend policies relating to distance learning to assure that their activities support the mission of the University.
• Provide systematic review of distance education courses/programs.
• Encourage development of distance learning initiatives and courses.
• Implement guidelines as specified in Distance Learning Policies and Procedures.

1.16.3.12 Parking Policy Committee

Purpose: The committee shall recommend policy related to the regulations of vehicular operation on campus including, but not restricted to, parking, speed regulations, and registration.

Reports to: Vice President for Finance and Administration

Membership (18):
• One faculty member appointed by Faculty Senate
• Three faculty members appointed by the President from nominations by the Faculty Senate Committee on Committees
• SGA President
• Three students to be appointed by the President to serve until graduation
• One classified employee not holding faculty rank to be appointed by the President from nominations by the Classified Staff Advisory Committee
• One unclassified employee not holding faculty rank to be appointed by the President from nominations by the Unclassified Staff Advisory Council
• Director (staff) of University Police
• Safety Officer
• Five staff appointed by the President from Student Life (Chair), Physical Plant, Maintenance (ex-officio), Student Services, and Auxiliary Services (ex-officio) and one staff (ex-officio)

Duties/Procedures:
• Responsible for recommending parking and transportation policy to the University administration.
• Recommend the development and improvement of designated parking areas for the University community.
• Report all activities via the Parking Policy Committee minutes to the Vice President for Finance and Administration.
• Suggest improvement of campus parking services.
• Educate the University community and surrounding community concerning parking concerns.
• Provide other services as deemed appropriate by the Vice President for Finance and Administration/or the President of the University.

1.16.3.13  Policy and Procedure Manual Committee

Purpose: The Coordination of Policy and Procedure Manual is the responsibility of the Policy and Procedure Manual (PPM) Committee. The PPM Committee is responsible for monitoring all policy changes and for informing all employees of any and all updates. More details regarding PPM maintenance can be found in section 1.19.

Reports to: Provost and Vice President for Academic Affairs

Membership (9)

  • Policy and Procedure Manual Coordinator (appointed by Provost and Vice President for Academic Affairs) who will serve as Chair
  • Assistant Vice President for Institutional Effectiveness, Access & Success
  • Human Resources Director
  • Faculty Senate Policy and Procedure Coordinator – appointed by Faculty Senate
  • Unclassified Staff Advisory Council Representative
  • Classified Staff Advisory Council Representative
  • Provost and Vice President for Academic Affairs Representative
  • Academic Dean Representative – (3 year position appointed by Provost and Vice President for Academic Affairs)
  • Director of University Graduate Studies

1.16.3.14  Research and Sponsored Projects Committee

Purpose: To serve as a review board for university policies relative to grants, research, and other contracts funded by external agencies to assure compliance with state and federal mandates.

Reports to: Provost and Vice President for Academic Affairs through the Faculty Senate

Membership (19)

  • Vice Provost
  • Purchasing Agent
  • Human Resources Director
  • Director of Research and Sponsored Programs
  • Grant Administrator
  • Grants Accountant
  • Director of Graduate Studies
  • Faculty Senate President
  • Institutional Review Board Chair
  • Human Subjects Institutional Review Board Chair
  • One faculty member from each college with externally funded projects without a designated representative from the list above appointed by the Provost and Vice President for Academic Affairs; plus three at large faculty members from college(s) with the highest number of externally funded projects

1.16.3.15  Space Utilization Committee

Purpose: Evaluate, manage, and make recommendations to the President regarding requests for campus space, lead the capital planning process for all units and make recommendations to the President to ensure responsible growth that supports the University’s academic mission and identify opportunities for space sharing and repurposing.

Committee meets semi-annually as needed or more frequently if required.

Reports to: President

Membership (13):
Vice President for Finance and Administration (1) – Chair
Provost and Vice President for Academic Affairs (1)

Vice President for Student Affairs (1)
Chief Information Officer (1)

Athletic Director (1)
Assistant Vice President for Institutional Effectiveness, Access, and Success (1)
Physical Plant Representative (1)
Academic Deans (6)

1.16.3.16 R1/R2 Committee

Purpose:  To conduct a review of all requests to fill vacant positions as well as review all requests for the establishment of new positions in accordance with the strategic plan.  The committee ensures that all requests align with the compensation design plan that the University has adopted, and ensures that the funding source(s) are identified.  The committee will use the normal consensus in reaching recommendations made to the President for approval.

Reports to:  President

Membership (6):

  • Director of Human Resources (Chair)
  • Provost and Vice President for Academic Affairs
  • Vice President for Finance and Administration
  • Vice President for Student Affairs
  • Athletic Director
  • Assistant Vice President for Human Resources/Chief Diversity and Inclusion Officer/EEO Coordinator/Title IX Coordinator (Ex-officio)

Duties/Procedures

  • Convenes no less than once per month.
  • Reviews requests to fill vacant positions and/or request to create new positions.
  • Identifies funding sources to accommodate requests that come before the committee.
  • Makes recommendations to the President.

1.16.3.17 Honorary Degree Committee

Purpose: The Honorary Doctorate Degree Committee is responsible for the receipt, review, and recommendations of all nominations for such degrees. (Section 5.7.12)

Reports to: Provost and Vice President for Academic Affairs

Membership: (10)
• Four tenured faculty members
o One appointed by the president
o One appointed by the Provost and Vice President for Academic Affairs
o Two appointed by the Faculty Senate
Note: Faculty members will serve staggered four-year terms. No college may have more than one representative.
• The president of the Faculty Senate, or designee
• The president of the Student Government Association, or designee
• The chair of the Classified Advisory Committee, or designee
• The chair of the Unclassified Staff Advisory Council, or designee
• The president of the Alumni Federation, or designee
• The director of Graduate Studies. Note: The Director of Graduate Studies will serve as committee chair, but will be a non-voting member

Duties/Procedures:
• Early during each semester, the Provost and Vice President for Academic Affairs’ office may receive nominations for honorary degrees. The deadline for submission of all materials related to the nomination will be indicated for each semester. Adherence to a deadline is important in order that final approvals by the Board of Supervisors be obtained in time for the commencement ceremony in which the degree will be presented.
• Nominations will be handled with discretion and confidentiality as permitted by law.
• The Provost and Vice President for Academic Affairs will forward complete nomination files to the chair of the Honorary Degree Committee. The chair shall convene the committee to discuss committee procedures and meeting schedules. Support by a majority of the voting members shall be required to forward the nomination.
• The Honorary Degree Committee will forward its recommendations to the Provost and Vice President for Academic Affairs. The recommendations will be accompanied by appropriate comments and will include the recommendation(s) of the degree(s) to be conferred. The Provost and Vice President for Academic Affairs will make appropriate comments and forward the file(s) to the President of the University. The President may:
• reject the nomination(s), ending all action, or
• endorse the nomination(s) with appropriate comments, and forward the file(s) to the Board of Supervisors for the University of Louisiana System.

Upon approval by the Board, candidates will be informed by the President of their selection and invited to accept the honorary degree. Following acceptance, a public announcement will be made, and the degree will be conferred at the commencement ceremony.

1.16.3.18 Student Success and Retention Committee

Purpose: To recommend policies, procedures, and initiatives regarding the successful retention, matriculation, and graduation of enrolled students at Nicholls State University

Reports to: Provost and Vice President for Academic Affairs through the Faculty Senate

Membership (19):
• One representative member from each academic college and the library appointed by the Provost and Vice President for Academic Affairs from nominations submitted by the Committee on Committees
• Chair, Director of Student Success and Retention
• Director of Academic Services
• Vice-Provost
• Assistant Vice President for Institutional Effectiveness, Access, and Success
• One representative of Records and Registration appointed by the Provost and Vice President for Academic Affairs
• One representative of Enrollment Services appointed by the Provost and Vice President for Academic Affairs
• One representative of Student Affairs appointed by the Vice President for Student Affairs
• Athletics representative appointed by the Athletics Director
• Director of the Center for Teaching Excellence
• Student Representatives: SGA, and SPA appointed by Vice President for Student Affairs
• Student Representatives: CROWN and Legacy Leaders appointed by Provost and Vice President for Academic Affairs

Duties/Procedures:
• Convened by the chair on a regular basis (monthly).
• Serve as review committee for data concerning retention, progression, and graduation and recommend initiatives based on data analysis.
• Serve as advisory board for retention, progression, and student success initiatives.
• Report through Faculty Senate to the Provost and Vice President for Academic Affairs concerning committee activities at least once per academic year.

1.16.4  Faculty Senate Standing Committees

Terms of office of all members of Faculty Senate Standing Committees shall be one year except that of the Faculty Welfare Committee, whose members shall serve two-year terms. The chairs of Faculty Senate Standing committees shall be elected from their membership for one–year terms no later than 5 days following the May Senate meeting. At least one member of each Faculty Senate Standing Committee shall be a Senator. Any modification to the purpose, membership, reporting procedures, and duties and procedure of committees named in this section of the document shall be made by a simple majority approval of the Faculty Senate at the meeting after which notice of the change has been given.

 1.16.4.1  Committee on Committees

Purpose: To administer Article III (election of senators) and Article IX (committees) of the Faculty Association Bylaws and implement policies concerning the election/selection of faculty members to the Faculty Senate, University Standing Committees, Academic Standing Committees, and Faculty Senate Standing Committees; to call the first meeting for Academic Standing Committees each year to ensure timely operation of these bodies.

Reports to: Faculty Senate

Membership (7): Membership shall consist of 1 Senator from each electing unit, elected by the respective unit.

Duties/Procedures:

  • Convened by the chair as needed.
  • Perform tasks assigned by Executive Committee of Senate concerning elections and nominations for appointment.
  • Develop uniform voting procedures for the election of Senators and supervise Senate elections.
  • Poll faculty to determine rank order of committee service preferences.
  • In making recommendations for committee members, recommendations shall be in compliance with the affirmative action plan of the University.
  • The Committee on Committees will distribute Committee Interest form to the faculty in February of each year. The faculty will submit completed forms to the Office of the President. The Office of the President will provide the list of interested faculty to the appropriate appointing authority.
  • Obtain names of faculty members elected by colleges or appointed by administrators for service on appropriate committees before first meeting of each committee.
  • Ensure that an individual faculty member is not appointed to more than two committees, Academic or University, where other faculty within the college are available and agreeable to serve. In the case of large faculty numbers within a college, the college may elect to establish a rotational schedule allowing an individual faculty to serve for two consecutive years before moving to the bottom of the appointment list.
  • Report to the Faculty Senate as appropriate.
  • Appoint replacements for elected or appointed faculty committee members who resign. For staff replacements, secure new appointments from the appointing officer.
  • Notify all chairs of University, Academic, and Faculty Senate Standing Committees of the following procedure with regards to resignations of faculty committee member(s):  Chair of committee must notify Chair of Committee on Committees, who will notify the office of the University President as well as the Faculty Senate President and Vice President.

1.16.4.2  Faculty Welfare Committee

Purpose: To recommend to the Faculty Senate changes in policy related to issues such as tenure and promotion, faculty development, faculty honors, merit system, faculty compensation, and new faculty orientation; to periodically review and update this Manual to reflect current policies; to recommend policy changes in the areas outside the purview of the other committees; and to receive information from faculty regarding matters with an impact on their welfare and to make recommendations to the Senate relevant to these matters.

Reports to: Faculty Senate

Membership (14):

  • Two elected faculty from each academic college
  • One faculty member elected from the library
  • One Faculty Senator appointed by the Executive Committee of the Senate

Duties/Procedures:

  • Convened by the chair as needed.
  • Review existing policies related to tenure and promotion, faculty development, faculty honors, merit system, and new faculty orientation.
  • Review faculty sections of this Manualto assure that it reflects current policy and recommend policy changes in the areas outside the purview of other committees.
  • Review policies and procedures with regard to faculty development.
  • Recommend policies and procedures involving salary and benefits for faculty.
  • Submit recommended policy changes to the Faculty Senate for action.

1.16.4.3  Executive Committee

Purpose: To provide leadership for the Faculty Senate

Reports to: Faculty Senate

Membership (7): Officers of the Faculty Senate and Chairs of the Faculty Senate Standing Committees.

Duties/Procedures:

  • Convened by the Faculty Senate President once a month approximately eight (8) working days preceding each regular meeting of the Faculty Senate, or at the call of the Senate President.
  • Prepare Senate agenda for distribution not less than five (5) working days before each regular meeting.
  • Assign tasks to Faculty Senate Standing Committees and receive their reports.
  • Interpret provisions of the Faculty Association Constitution and Bylaws.
  • Recommend to the Faculty Senate changes in structure of Faculty Senate Standing Committees or Constitution and Bylaws.
  • Monitor the implementation and ongoing operation of the governance structure.
  • On behalf of the Senate, fulfill the stated obligation in Article III, Section 4 of the Constitution to forward to the Provost and Vice President for Academic Affairs recommendations concerning all actions taken by the Faculty Senate related to Academic Standing Committees listed in the Nicholls Governance Structure (Section 1.16.2 of this Manual) and Faculty Senate Standing Committees listed in Article IX of the Association Bylaws.

1.16.5  Task Forces, Study Groups, and Special Advisory Committees

Task forces, study groups, special advisory committees, and similar ad hoc groups formed to solve specific problems or receive assigned tasks shall not be official governance bodies of the University. All such bodies derive their authority from the University Standing Committees, Academic Standing Committees, or individuals or groups to whom they report. Ad hoc committees shall establish operating procedures by consensus of the membership (policies and procedures should generally conform to the guidelines in this document).

Neither academic ad hoc groups nor Academic Standing Committees may be appointed by administration to supplant official standing committees. However, when administration finds it advisable to initiate study of academic issues tangentially related to one or more Academic Standing Committees, the following procedure should be followed: 1) a conference with Senate President to determine which, if any, Standing Committee(s) could have an interest in the issue; 2) where such an interest is found, appointment by the Senate President of a member of the appropriate Senate committee(s) to membership in the ad hoc group.

 

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Changes to Section of Manual
Section Effective Date Origin Change Form
1.16.4.3

1.16.2.3

04/27/2015

10/16/2021

Faculty Senate

Courses and Curricula Committee

ppm change form 1.16.4.3

PPM change 1.16.2.3