Approved policies for the Executive Committee
10.01 Open Meetings
ASCCC Philosophical Statement for Open Meetings
The Executive Committee of the Academic Senate for California Community Colleges shares and enacts the values that are important to the organization, including dedication to the public good and accountability to the public. While the ASCCC Executive Committee is not legally bound by the Ralph M. Brown Open Meetings Act or the Bagley-Keen Open Meeting Act, the ASCCC recognizes the importance of the spirit of transparency and openness upon which the acts are based. Therefore, in Spring 2014, the ASCCC passed Resolution 1.03, which directed the Executive Committee to “work to revise its bylaws to incorporate the requirements of the Brown Act for all its Executive Committee meetings.” With full dedication to the spirit and principles of openness and inclusion, the ASCCC Executive Committee therefore conducts its meetings in adherence to the tenets of the Ralph M. Brown Act and other open meetings acts as fully as is possible and practical.
Executive Committee Meetings
The Academic Senate staff will publish a calendar of all Executive Committee meetings by August 1st of each year. The agenda for each meeting will be posted to the ASCCC website and distributed to member senates using the ASCCC Senate Presidents’ Listserv at least three working days prior to the beginning of the meeting. Agendas will include the location of the meeting, the start and end times for the meeting, and contact information for those seeking additional information about the meetings.
A teleconference or other remote connection can be established for any Executive Committee meeting with prior notice. Any interested guest or other individual requiring the availability of a remote connection for an Executive Committee meeting must notify the ASCCC Office at least 48 hours prior to the beginning of the meeting.
The Academic Senate will choose meeting locations that are capable of accommodating individuals with disabilities. Individuals that may need special assistance should contact the ASCCC Office at least 48 hours before the meeting in order for staff to make arrangements. Additionally, documents included in the agenda can be made available in alternative formats. Requests for alternative formats should be submitted to the ASCCC Office at least 48 hours prior to the meeting.
Executive Committee Meeting Agendas
All items to be discussed at Executive Committee meetings will appear on the published agenda. Each agenda item will be submitted by an Executive Committee member on an approved agenda item form that will include a brief description of the item, the action required, and the approximate time for the discussion. All agenda item forms must be submitted to the ASCCC Office prior to the agenda deadline. Agenda deadlines for each academic year are available in the calendar of previous agendas. Any agenda item submitted with an incomplete or incorrect agenda form will be returned to the requestor.
Urgent agenda items may be added to the agenda at the time of the meeting if 2/3 of the Executive Committee members present agree. An urgent agenda item must require an action by the Executive Committee prior to the next scheduled meeting and must be a matter of which the Executive Committee could not have been aware at the time that the agenda was published. Items that are deemed to not be urgent may be included on the next meeting’s agenda.
Executive Committee Decision Making
All items requiring action by the Executive Committee will be listed as such in the agenda. A motion and a second is required prior to any Executive Committee action. The approval by a majority of voting members present is required for the approval of any motion. Proxy votes by members who are not present for the meeting, either physically for in-person meetings or by real-time connection to virtual meetings, are not allowed.
Voting is normally done by a voice vote. For any vote, a member of the Executive Committee may request a roll call. The requestor of the roll call vote and the votes of each individual member will be recorded in the minutes. Abstentions will only be called for and recorded when the individual votes of members are being counted, not on voice votes.
Motions will normally require a simple majority for approval. Exceptions include decisions that would require a greater majority under Robert’s Rules of Order and the amendment or creation of formal policy or procedure documents of the ASCCC or its Executive Committee.
Discussion items do not require a motion and consensus will be used when providing guidance on discussion items.
First and second readings
Most items require only one reading before the Executive Committee takes action. Items that require a first and second reading include the following:
- ASCCC papers being considered for adoption;
- programs for plenary sessions, institutes, and regional meetings; and
- formal policy or procedure documents of the ASCCC or its Executive Committee.
Other items may require a first and second reading at the discretion of the Executive Committee.
Closed Session of Executive Committee
While the majority of the discussions and decisions of the Executive Committee should be held in public, under certain circumstances the Executive Committee will meet in closed session. The Executive Committee may go into closed session to discuss personnel matters, to interview candidates for the Board of Governors, to discuss possible, pending, or current legal action, and for discussions regarding removal of a member of the Executive Committee pursuant to the ASCCC policy on the Removal of a Member of the Board of Directors.
Any item to be discussed in closed session must be listed as a closed session item on the meeting agenda. Should a circumstance that warrants a closed session be identified outside of the regular meeting schedule, a special closed session meeting will be called and properly noticed with the closed session as the only agenda item.
Any individuals involved in an item being discussed during a closed session will be notified when the agenda is posted and no later than five working days prior to the meeting. All members of the Executive Committee, as specified in Article IV, Section I of the ASCCC Bylaws, will be invited to participate in closed session discussions. Any individual involved in a closed session matter may request an open meeting hearing or ask to be included in the closed session. Requests to move a closed session item into an open meeting require a simple majority vote of the Executive Committee members present.
Due to the nature of items discussed during a closed session, the procedure for the taking and reporting of minutes is different than during open session. In general practice, the ASCCC Secretary will take minutes for the closed session. If the secretary is the subject of the closed session discussion, the executive director will select a minute taker. Printed copies of the minutes will be reviewed and approved at the next meeting of the Executive Committee as a closed session item. All copies of the minutes will be collected and maintained by the Secretary or Executive Director.
Any action taken during closed session will be reported during an open session at the Executive Committee meeting where the action took place.
With the exception of closed sessions, minutes are recorded by staff to document the information provided on salient issues as well as the deliberations of and actions taken by the members of the Executive Committee. The minutes are descriptive in nature and provide an explanation of the issues. Additional comprehensive detail may be provided on policy and action items. Members may request that more detail be included at any time during deliberation on an item.
Draft minutes are distributed to the Executive Committee with the current meeting agenda. The draft minutes will be disseminated to facilitate edits. Members may submit typographical errors and edits to the secretary or executive director, which will be corrected immediately unless the edit significantly changes the meaning or content of the section. Any substantive changes, including additional information or details to provide context or intent, will be submitted to staff. Staff will merge all changes and comments submitted by Executive Committee members into one document to facilitate discussion at the next meeting when the minutes are scheduled for approval.
The “public” is defined as anyone not on the Executive Committee, its staff, or invited guests. Individuals serving as liaisons to system partners and other organizations are not considered “public” and may be called upon to provide information necessary to the Executive Committee’s deliberation of an issue.
The meeting chair has the discretion to allow the public to speak if and when appropriate during Executive Committee deliberations. An Executive Committee member may also make a motion to suspend the rules to allow comment from the public during the Executive Committee’s deliberation on an agenda item. In all cases, opportunity for public comment on any item will be provided prior to any Executive Committee action on the item.
The public may comment on items not included on the agenda during the “Public Comments” agenda item only. The Executive Committee members may not discuss nor may they take action on public comments associated with items not on the agenda. If an Executive Committee member determines that the issue needs further discussion, the member may submit an agenda item dedicated to the issue at a subsequent meeting.
Public Comments are typically limited to three minutes per individual and thirty minutes per agenda item; however, the meeting chair may allow further time as necessary. Executive Committee members may make a motion to extend the time for public comments for individuals and per agenda item.
A summary of public comments will be captured in the minutes. Written documentation of oral comments and written documents submitted to the Executive Committee at a meeting will be noted in the minutes and will be included in an addendum or an appendix to the minutes on the website.
Recording of Executive Committee Meetings
Executive Committee meetings may not be recorded by members of the Executive Committee, ASCCC staff, guests, or members of the public.
Approved by ASCCC Executive Committee March 2021
10.02 Academic Senate Positions
At all times, Executive Committee members represent, support, and follow the positions of the ASCCC in their service. Executive Committee members are expected to represent ASCCC positions in various arenas as assigned, including the legislature, the Chancellor's Office, and other state agencies. "Positions" in the broadest sense include adopted resolutions, history, by-laws, rules, and current activities. Executive Committee members have an obligation to carry out the instructions of the plenary session delegates as presented in the form of approved resolutions. Particularly when acting in an official capacity, Executive Committee members must represent adopted positions of the ASCCC to the best of their ability. When not acting in an official ASCCC capacity, members may express their own opinions that diverge from approved positions as long as they distinctly separate their views from those of the ASCCC.
Positions adopted by the Executive Committee or its standing or ad hoc committees are not considered official positions of the ASCCC and so are open to discussion and the discretion of Executive Committee members. Executive Committee members are obligated to present the positions of ASCCC committees as well as their own when discussing an issue with the public or other groups.
Approved by ASCCC Executive Committee April 2021
10.03 Honoring Local Policies
Executive Committee members must comply with home college and district processes for travel and off-campus attendance at activities.
Approved by ASCCC Executive Committee April 2021
10.04 Membership Dues
Becoming a Member Senate
Article II, Section 1 of the ASCCC Bylaws states that any academic senate of a college, district, or recognized center recognized by its local governing board, according to Title 5 §53202, as representing its faculty in academic and professional matters may apply for status as a member senate. Once the governing board of a district recognizes the local academic senate, the local senate may be recognized as a member senate of the ASCCC.
To become a member senate of the ASCCC, the local senate must submit to the ASCCC Executive Director a request to become a member senate that includes the following required information:
- Verification that the provisions of Title 5 §53202 have been fulfilled, including the approved constitution and/or bylaws,
- A copy of the official minutes from the meeting at which the local governing board recognized the academic senate. The required information may be submitted electronically or by mail. Upon verification of the submitted information, the ASCCC Executive Committee at one of its meetings certifies the applicant senate as a member senate.
Member senates pay annual dues to the ASCCC based on their reported FTES to the Chancellor’s Office each year . These dues fund services that directly benefit local academic senates such as representation on numerous task forces, advisory groups, committees, and initiatives as well as other constituent group meetings including the Faculty Association of California Community Colleges, the Council of Faculty Organizations, the Community College League of California, and the Intersegmental Committee of Academic Senates. The dues also directly fund local senate and technical assistance visits, publications such as the Rostrum, adopted position papers, event publications, all senate websites, and other costs associated with providing service to local senates.
All member senates that pay their dues are considered active members and are entitled to full membership privileges. Membership privileges include the following:
- Having a recognized voting delegate at ASCCC plenary sessions;
- Consideration of faculty from that college or district for service on the ASCCC Executive Committee, for service on other ASCCC standing committees, work groups, and task forces, and for service on other state-level bodies as representatives of the ASCCC;
- All of the services described earlier in this policy that are supported by dues and provided by the ASCCC to member senates.
Given the significant support that the ASCCC provides to local senates, if a member senate does not pay its dues to the ASCCC, the Executive Committee will review the reasons for nonpayment. Based on this review, the Executive Committee may declare the member senate an inactive member and suspend any or all of the membership privileges of that member senate as deemed appropriate. In the event that a member senate is declared to be an inactive member, the ASCCC will continue to represent that member senate at the state level on all academic and professional matters.
Before any action is taken to declare a member senate as inactive, the ASCCC will make every effort to work with the member senate to seek resolution of the nonpayment of dues. The active status of an inactive member senate and all associated membership privileges will be reinstated upon the payment of dues to the ASCCC.
Approved by ASCCC Executive Committee April 2021
10.05 Surveys and Disseminating Information
The ASCCC or its committees or task forces may conduct surveys for a number of reasons, including but not limited to the following:
- Local Academic Senate Profile (conducted every 2 years)
- Addressing Resolutions
- Gathering information for Senate papers, presentations, sessions
- Evaluation of events
- Requirement of a grant
Survey instruments are created by the ASCCC or its committees or task forces. The survey instruments must be approved by the ASCCC Executive Committee before being conducted unless the survey is necessary for a grant requirement. In such cases, the surveys will be generated by the grant and approved by the ASCCC president and executive director. A standardized type of format or report for survey results will be used.
Survey results may be disseminated by a variety of means, including but not limited to the following:
- Use of the “Surveys” ASCCC webpage
- Rostrum articles
- Senate papers
- ASCCC Weekly Newsletter
- ASCCC listservs
- Presentations and discussions at plenary sessions, institutes, and other events.
The ASCCC strives to preserve anonymity in survey data and findings that are reported; however, the names and colleges of respondents are collected in the event that further information or clarification is needed.
Approved by ASCCC Executive Committee March 2021
10.06 Inclusivity Statement
As a collective community of individual colleges, the Academic Senate for California Community Colleges is invested in cultivating and maintaining a climate where equity and mutual respect are both intrinsic and explicit by valuing individuals and groups from all backgrounds, demographics, and experiences. Individual and group differences can include but are not limited to the following dimensions: race, ethnicity, national origin or ancestry, citizenship, immigration status, sex, gender, sexual orientation, physical or mental disability, medical condition, genetic information, marital status, registered domestic partner status, age, political beliefs, religion, creed, military or veteran status, socioeconomic status, and any other basis protected by federal, state or local law or ordinance or regulation. We acknowledge that the concept of diversity and inclusion is ever evolving, and thus we create space to allow for our understanding to grow through the periodic review of this statement.
With the goal of ensuring the equal educational opportunity of all students, the ASCCC embraces diversity among students, faculty, staff, and the communities we serve as an integral part of our history, a recognition of the complexity of our present state, and a call to action for a better future. Embracing diversity means that we must intentionally practice acceptance and respect towards one another and understand that discrimination and prejudices create and sustain privileges for some while creating and sustaining disadvantages for others.
In order to embrace diversity, we also acknowledge that institutional discrimination and implicit bias exist and that our goal is to eradicate those elements from our system. Our commitment to diversity requires that we strive to eliminate those barriers to equity and that we act deliberately to create a safe and inclusive environment of excellence where individual and group differences are valued and leveraged for our growth and understanding as an educational community.
To advance our goals of diversity, equity, inclusion, and social justice for the success of students and employees, we must honor that each individual is unique and that our individual differences contribute to the ability of the colleges to prepare students on their educational journeys. This practice requires that we develop and implement equitable policies and procedures, encourage individual and mandatesystemic change, continually reflect on our efforts, and hold ourselves accountable for the results of our efforts in accomplishing our goals. In service of these goals, the ASCCC is committed to fostering an environment that offers equal employment opportunity for all. (Approved Fall 2019 Resolution 3.03)
Approved by ASCCC Executive Committee March 2021
10.07 Cancellation of Events
The ASCCC hosts various types of professional development events statewide throughout the year. In some cases, an ASCCC event may need to be cancelled due to low enrollment, natural disaster, or other extenuating circumstances beyond control of the ASCCC.
In the case that an ASCCC event has to be cancelled, the following procedures will be followed:
- Immediate and official written communication will be sent to all individuals who are responsible for presenting at and coordinating the event.
- Whenever possible, notification will be sent to attendees regarding the cancellation of the event at least three-days--not including weekends--in advance of the planned event.
- Notification will be sent to all colleges and faculty utilizing various ASCCC listservs, including but not limited to the senate president listserv.
- If applicable, a notice of cancellation will be sent to the host college or colleges.
- The listing of the event will remain on the ASCCC website and will include information that the event was cancelled. Questions will be directed to events [at] asccc.org (events[at]asccc[dot]org).
Approved by ASCCC Executive Committee April 2021
10.08 Expectations of Executive Committee Members
Officially designated as the Board of Directors, all members of the Executive Committee of the Academic Senate for California Community Colleges (ASCCC), are expected to observe and follow certain protocols and procedures. Acceptance of a position on the Executive Committee signifies an implicit agreement to meet such protocols and procedures to the greatest degree possible.
The primary principle regarding communication with local academic senates, faculty members, or other individuals around the state is simple: The president, and only the president, represents the ASCCC, and thus all communication outside of the Executive Committee or the ASCCC committee structure must go through the president.
Communication with the President and the Executive Director
- All Executive Committee members are responsible to the president and should inform the president regularly regarding their activities on behalf of the ASCCC. Reporting timelines on standard or routine updates may be established between the member and the president. However, when a new issue or unusual development arises, members should immediately contact the president. All members of the Executive Committee must help to ensure that the president is well-informed regarding all matters and is never caught unaware or unprepared by a question from any source regarding the work of the ASCCC.
- Like the president, the executive director must be kept informed regarding all activities related to the work of the ASCCC. Communications regarding staff, operations, or logistics should always go directly to the executive director, and the executive director should be copied on anything other than the most routine correspondence with staff. In addition, the executive director should be copied on all ASCCC-related written correspondence with the president in order to ensure that both are updated regarding the activities and work of Executive Committee members and to ensure organizational consistency.
- Communication with Local Senates, Faculty At-Large, and Other Organizations or Their Members
Executive Committee members who receive emails, phone calls, or other communications from faculty leaders and others throughout the state regarding matters related to the ASCCC or the California Community Colleges system should refrain from responding in substance to such messages without authorization from the president. A brief note to the sender stating that the message has been received and that the member is checking on the issue is acceptable, but no actual response to any question or attempt at guidance should be sent without the president’s approval. When a request for information or assistance is received by an Executive Committee member, the member should forward that request to the president and copy the executive director. The president may then authorize the receiver to answer or may assign the duty of responding to another member of the Executive Committee with more expertise or current knowledge of the issue or who chairs a committee or holds another role that deals directly with the subject of the inquiry. Written responses should be shared with the president and executive director for review prior to being sent to the individual or group asking the question.
- Communications through Listservs or Other Message Groups
Most members of the Executive Committee are subscribed to various listservs or other message groups, such as the unofficial senate presidents’ listserv or the listservs for curriculum chairs, articulation officers, or others. However, no public statement regarding matters connected to the ASCCC or its work should ever be published by an Executive Committee member through any medium without the direct, prior approval of the president. Executive Committee members may not post messages or respond to posts on these services without explicit permission from the president. If a member sees a message on a listserv or other service that he or she feels needs a response, the member should contact the president and request authorization to answer the message. When in doubt regarding any communication, members are encouraged to ask questions and seek advice from the president and executive director.
- Communication through Social Media
Executive Committee members should be cautious regarding their use of social media. While Facebook, Twitter, and other similar services are private and personal media, posts and comments through such venues can still reflect on the organization. As with listervs or email, members should not comment through social media on issues related to the work to the ASCCC without prior authorization from the president. Furthermore, members should not publish insults or disparaging remarks regarding individuals or institutions that are in any way related to the California Community Colleges system. Members should also consider the ways in which any post, even those that are strictly commenting on the members’ personal lives, might impact their own images as Executive Committee members as well as the image of the ASCCC.
Period of Executive Committee Assignment
Terms of office shall commence at the start of the second day of the last Executive Committee meeting of the academic year or June 10, whichever occurs first. Terms of office shall conclude at the end of the first day of the last Executive Committee meeting of the academic year or June 9, whichever occurs first.As such, members are expected to fulfill the requirements of their assignments throughout this period, even when their own colleges may not be in session, such as during winter intersessions and the beginning and ending of summer breaks. Fulfilling an assignment may include such activities as attending meetings or other events, both virtual and in-person, that are related to the member’s assignment for the academic year.
Attendance at Events or Activities of Other Organizations
Executive Committee members may be assigned to attend events presented by various organizations inside and outside the California Community Colleges system. In such cases, members are expected to represent established ASCCC positions as explained in ASCCC Policy 10.02.
Executive Committee members may at times by their own choice attend events or activities presented or sponsored by other organizations with connections to the work of the ASCCC or the California Community Colleges system. Members are free to attend such events at their own expense as a regular attendee, but they should still see themselves as bound by established ASCCC positions per ASCCC Policy 10.02. However, for any event in which members would participate as speakers, panelists, content experts, or in any other formal capacity, especially those in which the member would be listed in the event program, the member may only participate with the authorization of the ASCCC president.
Attendance at ASCCC Events
Executive Committee members are expected to attend the entirety of all ASCCC plenary sessions and the annual Faculty Leadership Institute unless the member is explicitly excused by the ASCCC President. Members are expected to attend other ASCCC events, such as institutes and regional meetings, when the member is involved in the planning and presentation of the event as a part of the member’s assignment or when the member is invited to participate as a presenter or in some other official capacity.
When Executive Committee members are not involved in ASCCC events as organizers or presenters or are not explicitly invited by the ASCCC President or the ASCCC Executive Director, the member may choose to attend the event but must do so at the member’s own expense. In such cases, members should still see themselves as bound by established ASCCC positions per ASCCC Policy 10.02 and by all other ASCCC policies.
Participation at ASCCC Events
Area representatives are responsible for organizing and chairing the meetings for their areas. All other members of the Executive Committee are normally expected to attend area meetings for the area in which the home college of each member is located, although members may attend a different area meeting with the approval of the president. Members other than area representatives are expected to assist the area representatives as necessary with the organization and conduct of the meetings.
All members of the Executive Committee are expected to attend and participate actively in all plenary sessions during their service. This participation goes beyond the breakouts and general session presentations for which a member has been assigned responsibility. It also includes such activities as being present and attentive in other breakouts or sessions when one is not presenting, attending the area meetings held during the plenary session, establishing a presence in common areas and offering advice and directions to plenary attendees at need, assisting the ASCCC office staff when asked, and simply answering questions for attendees and making them feel welcome. Members should plan to attend any receptions or other social events that are planned. At breakfasts and lunches, members should make an effort to join tables with attendees rather than grouping with other members of the Executive Committee.
Attendance at Executive Committee Meetings
Executive Committee members are expected to attend all Executive Committee meetings and to prepare appropriately for those meetings through actions such as reading or reviewing all relevant documents in advance of the meeting. Failure to attend either two successive meetings or six days total of Executive Committee meetings per year may be deemed a resignation, pending review by the Executive Committee and subject to ASCCC Policy 20.05, Removal of a Member of the Board of Directors.
Each member of the Executive Committee is generally expected to submit at least one article for each issue of the Rostrum. Members are not necessarily expected to write the articles they submit; the articles may come from members of the committees that the Executive Committee members are chairing. Rostrum articles should be on matters directly related to the Executive Committee members’ individual assignments. Periodically, members may write articles not related to their assignments with the authorization of the president.
Approved by ASCCC Executive Committee June 2021
10.09 ASCCC Advocacy
The Academic Senate for California Community Colleges is incorporated as a 501(c)(6) nonprofit organization. As stated on the website for the Hurwit & Associates Law Firm, “One of the advantages of the 501(c)(6) tax status is that it allows organizations to engage in unlimited amounts of lobbying.” Whereas local academic senates are limited in their advocacy activities by Education Code, the ASCCC has broad latitude to engage in lobbying. However, as a matter of policy, the ASCCC adheres to the following self-imposed restrictions:
- The ASCCC may take positions on national or state legislation, ballot proposals, and other matters placed before voters through the established plenary session resolution process if those matters are connected or related to the purview of the academic senates as defined in Title 5 regulations and California Education Code.
- In periods between plenary sessions, the ASCCC Executive Committee, by majority vote, is empowered to take positions on national or state legislation, ballot proposals, and other matters placed before voters. Positions established by the Executive Committee do not take priority over and may be reversed by positions established through the plenary session resolutions process.
- Positions regarding legislation taken through the plenary session resolutions process will be specifically associated with the version of the bill identified by date of the bill indicated in the resolution. Resolutions will clearly define the reasons for the positions taken. If future versions of the bill change the legislation in such ways as to contradict the reasoning stated in the resolution, the Executive Committee is empowered to establish positions that are not in concert with the position stated in the resolution.
- The ASCCC does not endorse any political candidate for any office, whether national, state-wide, or local.
- The ASCCC does not take positions on city or county ballot proposals, bonds, or other matters placed before voters.
Reference: Hurwit & Associates. (2021). Business Leagues and Lobbying.
Approved by ASCCC Executive Committee June 2021
10.10 Meetings or Event Audio/Video Recording Policy
Section 1. Overview
This policy is designed to protect ASCCC’s intellectual property and members’ privacy, as well as establish a retention policy for any audio/video recorded meetings or events. The intent of this policy is to strike a balance between the legitimate uses of audio/video recordings, and concerns including compliance with the law, privacy, and protection of intellectual property.
In an effort to comply with California law, promote the freedom to share ideas and to respect the privacy of members, the secret recording of meetings or events is prohibited.
Section 2. Educational or Professional Learning [Development] Events
2.1 ASCCC’s educational or professional learning [development] events may be recorded by ASCCC.
2.2 All other audio/video recordings made by any other party, regardless of manner or format, are prohibited at ASCCC educational or professional learning [development] events or meetings. One exception to the policy allows people to audio or video record an ASCCC event with the knowledge or consent if they have prior written authorization from ASCCC.
Section 3. Site Visit Academic Senate Events
3.1 The purpose of this policy is to ensure that the ASCCC complies with applicable policies when hosting site visits with Local Academic Senates.
3.2 Site visits are an opportunity for the ASCCC to build and maintain relationships with Local Academic senates. During an event, ASCCC representatives and staff members visit CCC campuses/Districts, meet with relevant stakeholders, and engage in dialogue.
3.2.1 ASCCC site visits to Local Academic Senate’s may not be recorded unless an exception is granted in advance and in writing by ASCCC. An exception may be granted in the sole discretion of ASCCC upon recommendation of the Executive Director and approval by the Executive Committee or Board of Directors.
Section 4. Other Events
4.1 Other events that are organized or sponsored wholly or in part by ASCCC or include a material presence by ASCCC agents or employees may be recorded only if approved in advance and in writing by ASCCC. Approval may be granted upon recommendation of the Executive Director and approval by the Executive Committee or Board of Directors.
Section 5. Disability Accommodations
5.1 The ASCCC is committed to the full accessibility of our educational/professional learning [development] speaking events, programs and activities to individuals with disabilities. ASCCC will make a good faith effort to provide reasonable requested accommodations for qualified visitors, and event attendees with a disability unless such accommodation would cause an undue hardship as defined by the Americans with Disabilities Act (ADA).
5.2 To ensure regulatory compliance and oversight of all matters related to access and reasonable accommodation for individuals with disabilities, local Academic Senate (“Senate”) will take steps to ensure that all lawful requests for disability accommodations are fully addressed in a reasonable and lawful manner.
5.3 In order for ASCCC to meet its obligation to provide reasonable accommodations, Senate agrees that any requested disability accommodations shall be communicated to ASCCC once the Senate becomes aware of such requirements, or no less than three days in advance of the meeting or event. Further, the Senate acknowledges that for online events, professional learning [development] adjustments shall be provided exclusively for attendees with Deaf, Hard of Hearing, or similarly impaired persons, closed captioning services and for no other purpose whatsoever, and it shall be deleted within 48 hours of completion of the event.
Section 6. Closed Captioning for Online Events
6.1 Closed captioning shall only be used exclusively as a reasonable accommodation for Deaf, Hard of Hearing, or similarly impaired persons, and for no other purpose whatsoever. Unauthorized use of closed captioning by attendees can result in legal and disciplinary action, including among other things, removal from current and future events. All closed captioning transcripts of events shall, without exception, be deleted within 48 hours of completion of the event.
10.11 Investment Policy
The Academic Senate for California Community Colleges (ASCCC) Investment Policy establishes investment objectives, policies, guidelines, and eligible deposits or guarantees related to all assets held by the ASCCC primarily for investment purposes. In doing so, the policy:
- Clarifies the delegation of duties and responsibilities concerning the management of ASCCC’s funds;
- Identifies the criteria used to measure the investment performance of ASCCC’s investments;
- Communicates the funding objectives to the Board, staff, and membership of the ASCCC;
- Confirms policies and procedures relative to the expenditure of ASCCC funds; and
- Serves as a review document to guide the ongoing oversight of the management of ASCCC’s investments.
Delegation of Responsibilities
The Board of Directors (Executive Committee) has oversight role regarding all decisions that impact ASCCC’s funds. The Board has delegated supervisory responsibility for the management of our funds to the Budget Committee. Specific responsibilities of the various bodies and individuals responsible for the management of our institutional funds are set forth below:
Board of Directors. The Board shall ensure that its fiduciary responsibilities concerning the proper management of ASCCC’s funds are fulfilled through appropriate investment structure, internal and external management, and portfolio performance consistent with all policies and procedures. The Board of Directors shall:
- Approve investment policies and objectives that reflect the organizations’ tolerance for long-term investment-risk of the assets.
Budget Committee. The Budget Committee will consist of ASCCC Officers as indicated in the ASCCC bylaws, and is accountable to the Board. The Budget Committee shall adhere to the process by which decisions are made with respect to ASCCC’s funds. The Budget Committee is responsible for the development, recommendation, implementation and maintenance of all policies relative to ASCCC’s funds and shall:
- Develop and/or propose policy recommendations to the Board with regard to the management of all funds.
- Recommend long-term and short-term investment policies and objectives for funds, including the study and selection of assets, determining asset allocation ranges, and setting performance objectives.
- Determine that funds are prudently and effectively managed with the assistance of management and any necessary investment consultants and/or other outside professionals.
- Monitor and evaluate the performance of all those responsible for the management of funds.
- Recommend the retention and/or dismissal of investment consultants and/or other outside professionals.
- Receive and review reports from management, investment consultants and/or other outside professionals.
- Periodically meet with management, investment consultants and/or other outside professionals management, investment consultants and/or other outside professionals.
Management. Management, as defined, consists of the ASCCC Executive Director or designee, responsible for the oversight of operations of the ASCCC Office. Management shall be responsible for the day-to-day administration and implementation of policies established by the Board concerning the management of ASCCC funds. Management shall also be the primary liaison between any investment consultants and/or other outside professionals that shall be retained to assist in the management of such funds. Specifically, in consultation and coordination with the Budget Committee, management shall:
- Oversee the day-to-day operational investment activities of all funds subject to policies established by the Board and/or the Budget Committee.
- Contract with outside service providers, such as: investment consultants, investment managers, banks, and/or trust companies and/or any other necessary outside professionals.
- Ensure that the service providers adhere to the terms and conditions of their contracts; have no material conflicts of interests with the interests of ASCCC; and, performance monitoring systems are sufficient to provide the Budget Committee with timely, accurate, and useful information.
- Regularly meet with any outside service providers to evaluate and assess compliance with investment guidelines, performance, outlook and investment strategies; monitor asset allocation and rebalance assets, as directed by the Budget Committee and in accordance with any asset allocation policies, among asset classes and investment styles; and, tend to all other matters deemed to be consistent with due diligence with respect to prudent management of funds.
- Comply with official accounting and auditing guidelines regarding due diligence and ongoing monitoring of investments. Prepare and issue periodic status reports to the Board and the Budget Committee.
Guidelines for Investing (Investment Philosophy)
The ASCCC Accounting Policies and Procedures Manual outlines the current Senate Reserves policy. The reserves would typically be in a savings or money market account. Excess funds beyond the listed operational reserve may be considered for investment in stable, growth-oriented financial products.
The ASCCC subscribes to socially responsible investing (ESG Investing), and the ASCCC considers strongly environmental, social, and corporate governance (ESG) factors before contributing money and resources to a particular company or venture. Whenever possible, the ASCCCC will invest dollars to promote positive societal impact, corporate responsibility, and long-term financial return.
ESG Investing Factors. An investment’s sustainability impact is evaluated using environmental, social, and governance (ESG) factors.
This category considers the impact a company has on the environment, such as its carbon footprint, waste, water use and conservation, and clean technology it uses and creates in its supply chain.
This refers to the social impact an individual company or fund has within society and how it advocates for social good and change within the broader community. Analysts look closely at a company’s involvement and stances on social issues such as human rights, racial diversity within hiring and inclusion programs, the health and safety of its employees and board members, and community engagement.
Governance deals with how an exchange traded fund (ETF) or company is managed, or “governed,” for driving positive change. It encompasses reviewing the quality of management and the board, executive compensation and diversity, shareholder rights, overall transparency and disclosure, anti-corruption, and even corporate political contributions.
- FDIC Insured Certificates of Deposit
- Common Stocks that adhere to ESG Investing Principles
- US Treasuries and/or California Municipal Bonds
The investment portfolio’s performance will be reviewed according to benchmarks established in collaboration with the selected investment advisor. The investment advisor will provide ASCCC with a benchmark for each fund held within the portfolio.
The financial advisor will provide ASCCC with a detailed report of the portfolio at least quarterly. The quarterly report will outline the following:
- Returns for the specified quarter, year to date, and inception
- The current portfolio allocation compared to the target asset allocation
- A comparison of the performance of each fund and manager relative to other managers with a similar investment style or strategy
- The portfolio’s performance relative to a broad portfolio based on the target asset Allocation
- The portfolio’s performance relative to a custom benchmark based on the individual funds held within the portfolio
Approved by the Executive Committee March 10, 2023
20.01 Code of Ethics
The Academic Senate for California Community Colleges (ASCCC) code of ethics identifies a set of values that includes commitment to the public good, accountability to the public, and commitment beyond the minimum requirements of the law. It also outlines broad ethical principles in the following eight areas: personal and professional integrity, mission, governance, legal compliance, responsible stewardship, openness and disclosure, program evaluation and improvement, and inclusiveness and diversity.
- Mission. The ASCCC has a clearly stated mission and values approved by the delegates to the ASCCC plenary sessions. All of its programs support that mission, and all who work for or on behalf of the ASCCC understand and act in accord with that mission and purpose. The mission is responsive to the constituency and communities served by the ASCCC and of value to the higher education community at large.
- Governance. The ASCCC has an active governing body in its Executive Committee that is responsible for setting the mission and strategic direction of the organization and oversight of the finances, operations, and policies. The Executive Committee does the following:
- Maintains a policy that ensures conflicts of interest or the appearance thereof are avoided or appropriately managed through disclosure, recusal, or other means;
- Ensures that the ASCCC is fair and inclusive in all of its hiring, in its promotion policies and practices for all staff positions, and in its recruitment and selection of all its Executive Committee members and volunteers;
- Ensures that the ASCCC conducts all transactions and dealings with integrity and honesty;
- Ensures that policies of the ASCCC are recorded in writing, clearly articulated, officially adopted, and available to the public;
- Ensures that the resources of the ASCCC are responsibly and prudently managed; and,
- Ensures that the ASCCC carries out its work based on mutual respect, fairness, and transparency in order to protect public resources.
- Personal and Professional Integrity. The ASCCC promotes an environment that values respect, fairness, and integrity. All staff, Executive Committee members, and volunteers of the organization shall act with honesty, integrity, and openness in all their dealings as representatives of the. Executive Committee members shall adhere to the Code of Ethics for Executive Committee members and comply with the ASCCC’s Conflict of Interest Policy.
- Legal Compliance. The ASCCC is knowledgeable of and complies with all applicable federal and state laws and regulations. The ASCCC Executive Committee is regularly trained on its fiduciary responsibilities.
- Responsible Fiscal Stewardship. The ASCCC and its associated programs, projects, and committees manage their funds responsibly and prudently, including the following considerations:
- The ASCCC spends a reasonable percentage of its annual budget directly on programs in pursuance of its mission;
- The ASCCC spends an adequate amount on administrative expenses to ensure effective accounting systems, internal controls, competent staff, and other expenditures critical to professional management;
- The ASCCC compensates staff and any others who may receive compensation reasonably and appropriately;
- The ASCCC does not accumulate excessive operating funds;
- The ASCCC ensures that all spending practices and policies are fair, reasonable and appropriate to fulfill the mission of the Academic Senate; and,
- The ASCCC follows General Accepted Accounting Principles (GAAP) and ensures that all financial reports are factually accurate and complete in all material respects.
- Openness and Disclosure. The ASCCC provides comprehensive and timely information to the public, the media, member senates, and constituent groups and is responsive in a timely manner to reasonable requests for information. All information provided by the ASCCC fully and honestly reflects the policies and practices of the organization. Basic informational data about the organization, such as the Executive Committee minutes, agendas, Federal Tax Form 990, and audited financial statements, are available to the public. Informational materials accurately represent the organization's policies and practices. All financial, organizational, and program reports are complete and accurate in all material respects.
- Inclusiveness and Diversity. The ASCCC maintains a policy of promoting diversity and inclusion and actively pursues that policy in a manner that is consistent with its mission, its constitution and bylaws, its values, and this code of ethics and with a high degree of professionalism, fairness, and equality. The ASCCC takes an active, meaningful, and consistent role in promoting diversity and inclusion in its hiring and promotion of staff, retention of volunteers, committee recruitment, and constituencies served.
Code of Conduct for Executive Committee Members.
The ASCCC, in an effort to provide clear expectations and appropriate accountability processes regarding those expectations and to foster and maintain a professional status of the faculty volunteers to the Executive Committee, establishes the following code of conduct for its members. The goal of the code of conduct is to establish a set of principles and practices that will set parameters and provide guidance and direction for board conduct and decision-making.
Members of the Executive Committee of the ASCCC are committed to observing and promoting the highest standards of ethical conduct in the performance of their responsibilities. Members pledge to accept this code as a minimum guideline for conduct and shall do the following:
- Faithfully abide by the Articles of Incorporation, Constitution, By-laws, and policies of ASCCC.
- Exercise reasonable care, good faith, and due diligence in ASCCC affairs.
- Fully disclose, at the earliest opportunity, any facts that would have significance in decision-making.
- Remain accountable for prudent fiscal management to the ASCCC’s member senates, the Executive Committee, and, when applicable, to government and funding bodies.
- Agree to uphold the official positions taken by the ASCCC through resolutions and position papers adopted at plenary sessions.
- Maintain regular and informed attendance at Executive Committee meetings. Follow through and complete accepted tasks.
- Professional Excellence
- Maintain a professional level of courtesy, respect, and commitment in all ASCCC activities.
- Strive to uphold those practices and assist other members of the Executive Committee in upholding the highest standards of conduct.
- Strive to perform all responsibilities as directed in the Executive Committee Policy Manual under Executive Committee responsibilities.
- Display respect of and courtesy for all elected, appointed, and hired individuals.
- Represent the organization with professionalism and be responsible for conduct that is courteous and with appropriate behavior.
- Keep personal opinions and actions separate from those made as a representative of the organization.
- Personal Gain/Conflict of Interest
- Exercise the powers invested for the good of the ASCCC rather than for personal benefit or that of the local campuses the members represent.
- Respect the requirement to inform the Executive Committee of any prospective conflict of interest. Refrain from discussing, voting, or otherwise exerting influence regarding decisions to participate or not participate in other activities that may result in a personal conflict of interest.
- Fully disclose, at the earliest opportunity, information that may result in a perceived or actual conflict of interest.
- Equal Opportunity
Ensure the right of all Executive Committee members, staff, volunteers, constituents, and member senates to appropriate and effective services without discrimination on the basis of race, ethnicity, gender, sex, sexual orientation, sexual identity, and expression (transsexual/transgender), disability status, religious and political affiliations, age, cultural background, socioeconomic status, academic and vocational disciplines, full- and part-time status, and the types of colleges that exist throughout the system in accordance with all applicable legal and regulatory requirements.
- Confidential Information
Respect the confidentiality of sensitive information known due to service on the Executive Committee. Respect the privacy of persons served by the organization and hold in confidence sensitive, private, and personal information. Sensitive information comes to the Executive Committee in many forms, including but not limited to email, verbal, and written communication, and all should be treated as equally confidential.
- Collaboration and Cooperation
- Respect the diversity of opinions as expressed or acted upon by the Executive Committee, committees, and member senates and formally provide access to those opinions with a dissenting voice as appropriate.
- Promote collaboration, cooperation, and partnership within the ASCCC and among member senates.
Approved by ASCCC Executive Committee March 2021
This policy is intended to encourage ASCCC Executive Committee members, paid and volunteer staff, and others to report suspected or actual occurrences of illegal, unethical, or inappropriate behaviors or practices without retribution. In the event that an Executive Committee member experiences any of the following, that Executive Committee member must immediately report any actual or suspected violation to an appropriate individual in the ASCCC (ie. the president or executive director):
- The Executive Committee member violates or believes they may have violated any legal or serious ethical provision of the Executive Committee Code of Ethics;
- The Executive Committee member observes or learns of another Executive Committee member violating any such provision;
- The Executive Committee member in good faith believes it is possible that another Executive Committee member has violated any such provision.
Reported violations of the Code of Ethics will be investigated, addressed promptly, and treated confidentially consistent with the need to investigate, prevent or correct the violation.
ASCCC Budget and Finance Committee
To assist the ASCCC Budget and Finance Committee , the ASCCC has established procedures for the receipt and treatment of concerns or complaints from Executive Committee members faculty at-large, and others Such concerns may include confidential, anonymous communications regarding questionable accounting or auditing matters or perceived deficiencies in internal controls. Executive Committee members with such complaints must report them to the individuals specified in the section on procedure below. Reported violations will be investigated, addressed promptly and treated confidentially consistent with the need to investigate, prevent, or correct the violation.
Any informant who, in good faith, reports an actual or suspected violation of ASCCC policy or other unlawful act will be protected from any type of retaliatory behavior. Retaliation against an individual for reporting in good faith an actual or suspected violation or for participating in an investigation of a violation is a serious act and may result in disciplinary action. Individuals who with willful and deliberate intent retaliate against or take any action harmful to a person who reports such violations may be subject to censure or removal.
Procedure with Respect to Reports of Concerns about Accounting or Auditing Matters, or Internal Controls
Reporting Concerns: Any Executive Committee member or other person who has a concern or complaint about questionable accounting or auditing matters or perceived deficiencies in internal controls must report such concern or complaint to the ASCCC Executive Director. If the complaint is against the executive director, the report should be made to the chair of the Budget and Finance Committee. All such reports will be treated confidentially consistent with the need to investigate, prevent, or correct the violation and will carry no risk of retribution if made in good faith. Any member of the Executive Committee who takes any action in retaliation against a person who, in good faith, makes such a report will be subject to removal as consistent with ASCCC Policy 20.05 on the process for removal of an Executive Committee member. Nevertheless, any person may, if he or she prefers, make such a report anonymously.
Oral Communications: The executive director, chair of the Budget and Finance Committee, or other designated employee who receives an oral communication expressing a concern or complaint regarding accounting or auditing matters or internal controls shall promptly prepare a memorandum of such communication documenting in the memorandum the dates, times, names of individuals involved, incidents, witnesses, and other pertinent information. The memorandum shall be promptly delivered to the ASCCC President.
Written Communications: The executive director, chair of the Budget and Finance Committee, or other designated employee who receives an oral or written communication expressing a concern or complaint regarding accounting or auditing matters or internal controls, including anonymous communications, shall promptly deliver to the ASCCC President a copy of the memorandum of such oral communication or a copy of such written communication.
Investigation: The ASCCC President shall cause an investigation to be made with respect to the subject matter of each communication of a concern or complaint regarding questionable accounting or auditing matters or internal controls as he or she deems appropriate and shall provide the Budget and Finance Committee with a written summary reporting the results of such investigation and any action taken or proposed to be taken. However, the president, as he or she deems appropriate, may direct further investigation to be conducted by others, such as counsel or third parties.
Budget and Finance Committee Review: The Budget and Finance Committee shall review all reports of concerns or complaints regarding questionable accounting or auditing matters or internal controls and determine what action, if any, should be taken with respect to such reports. The ASCCC officers will determine if any action against an Executive Committee member is necessary.
Maintain Records: The ASCCC Executive Director shall, in such manner as shall be determined by the chair of the Budget and Finance Committee, maintain a file of copies of the memoranda and written communications received by the chair reporting a concern or complaint regarding questionable accounting or auditing matters or internal controls and a written summary reporting the results of such investigation and any action taken or proposed to be taken. Each such memorandum and communication shall be retained for a period of at least five years.
State Law: The public policy of the State of California is to encourage individuals to notify an appropriate government or law enforcement agency when they have reason to believe an organization is violating laws that protect corporate shareholders, investors, employees, and the general public and to protect employees who refuse to participate in activities of an employer that would result in a violation of law. Normally, suspected violations should be reported directly to the appropriate state or local agency. In addition, the California Attorney General has established a confidential Whistleblower Hotline at (800) 952-5225 to receive calls regarding possible violations of state or federal statutes, rules or regulations, or violations of fiduciary responsibility by a corporation or limited liability company to its shareholders, investors, or employees.
Approved by ASCCC Executive Committee June 2021
The ASCCC maintains a strict policy prohibiting sexual harassment and harassment because of race, religious creed, color, national origin, ancestry, physical or mental disability, medical condition, marital status, sexual orientation, age, or any other basis protected by federal, state, or local law or ordinance or regulation. This policy applies to all persons involved in the operations of the ASCCC and prohibits such harassment by any Executive Committee member or employee of the ASCCC, including supervisors and co-workers. Prohibited harassment in any form, including verbal, physical, and visual conduct, threats, demands, and retaliation, will not be tolerated. Harassment because of sex, race, ancestry, physical or mental disability, medical condition, marital status, sexual orientation, age, or any other protected basis includes but is not limited to the following:
- Verbal conduct such as epithets, derogatory comments, slurs, or unwanted sexual advances, invitations, or comments.
- Visual conduct such as derogatory posters, photography, cartoons, drawings, or gestures.
- Physical conduct such as assault, unwanted touching, blocking normal movement, or interfering with work directed at the Executive Committee member or employee because of his or her sex or any other protected basis.
- Threats and demands to submit to sexual requests in order to keep a person’s assignment or job or avoid some other loss.
- Offers of job benefits in return for sexual favors.
Retaliation for having reported or threatened to report harassment or for participating in an investigation, proceeding, or hearing conducted by the Fair Employment and Housing Commission is prohibited. An Executive Committee member or employee may have a claim of prohibited harassment even if he or she has not lost an assignment or job or some other economic benefit. Prohibited harassment that impairs an Executive Committee member or employee's working ability or emotional well being on assignment or at work violates this policy and will not be tolerated.
Executive Committee members and employees have a right to redress for prohibited harassment. If an Executive Committee member or employee believes he or she is being harassed on the assignment or job because of sex, race, ancestry, or other prohibited basis, the Executive Committee member or employee should use the following procedure to file a complaint and have it investigated:
- In order to secure this right, the Executive Committee member or employee should provide a written complaint to the executive director unless the prohibited harassment complaint involves the executive director, in which case the Executive Committee member or employee should provide the written complaint to the president. This written complaint should be submitted as soon as possible after any incident the Executive Committee member or employee feels is prohibited harassment. The complaint should include the details of the incident or incidents, the names of the individuals involved, and the names of any witnesses.
- Dependent upon the parties involved in the complaint, the president, the executive director, or a designee will immediately undertake an effective, thorough, and objective investigation of the harassment allegations. This investigation will be completed and a determination regarding the harassment alleged will be made and communicated to the committee member or employee as soon as practical.
If the assigned investigator determines that prohibited harassment has occurred, the ASCCC will take effective remedial action commensurate with the severity of the offense. Appropriate action will also be taken to deter any future harassment. Whatever action is taken against the harasser will be made known to the Executive Committee member or employee, and the ASCCC will take appropriate action to remedy any loss to the Executive Committee member or employee resulting from harassment. The ASCCC will not retaliate against an Executive Committee member or employee for filing a complaint and will not knowingly permit retaliation by employees or Executive Committee members.
Additionally, Executive Committee members or employees have the right to submit a prohibited harassment complaint to the ASCCC Executive Committee if prompt action has not been taken to resolve the complaint according to the procedures stated above.
The ASCCC encourages all Executive Committee members or employees to immediately report any incidents of harassment forbidden by this policy so that complaints can be quickly and fairly resolved.
Complaints of unlawful sexual harassment can be filed with the California Department of Fair Employment and Housing or the federal Equal Employment Opportunity Commission. These agencies may accept, investigate, and prosecute complaints. The Fair Employment and Housing Commission in appropriate cases can award damages and other remedies such as back pay, reinstatement and fines. The telephone number for the Sacramento Office of the Department of Fair Employment and Housing is (916) 478-7251.
Approved by ASCCC Executive Committee April 2021
20.04 Drug Free Environment
The ASCCC provides a drug-free workplace and has issued drug-free workplace statements to Executive Committee members or employees of the Academic Senate and to every person who works on federal or state grants for the ASCCC. The policy of the ASCCC is that the workplace is free from effects of drug and alcohol abuse. This policy is intended to avoid the dangers arising from substance abuse in the workplace. These dangers include death or injury to the Executive Committee members, employees, co-workers, or the public resulting from accidents, dereliction of duty, poor judgment, and carelessness. Substance abuse also results in the loss of productivity, reduced efficiency, and increased absenteeism by the substance abuser and interferes with the job performance of other Executive Committee members or employees.
This policy, which is consistent with Government Code Section 19572 and Governor's Executive Order D-58-86, states that no employee who is on duty shall (1) use, possess, or be under the influence of illegal or unauthorized drugs or other illegal mind-altering substances or (2) use or be under the influence of alcohol to any extent that would impede the employee's ability to perform his or her duties safely and effectively. In addition to Government Code and Executive Order, federal and state grants require the application of items 1 and 2 above to individuals who work on such grants. Furthermore, no Executive Committee member, employee of the ASCCC or individual working on a federal or state grant on behalf of the ASCCC shall perform duties which, because of drugs taken under a legal prescription, the Executive Committee member, employee, or individual cannot perform without posing a threat to the health or safety of others.
California Law also prohibits the unlawful manufacture, dispensation, possession, or illegal use of a controlled substance. That prohibition extends to all places and includes the workplace of the ASCCC employee or individual working on ASCCC matters. In the event of the unlawful manufacture, distribution, dispensation, possession, or illegal use of a controlled substance at the ASCCC workplace or any ASCCC function by any such person, the ASCCC may take disciplinary action according to the Executive Committee policies and require the satisfactory completion of a drug abuse assistance or rehabilitation program. In addition, the ASCCC will terminate the Executive Committee member's, committee member's, or employee's participation on all grants that require such action.
The ASCCC does not provide for any counseling, rehabilitation, or employee assistance for substance or alcohol abuse. Executive Committee members, employees of the ASCCC, or individuals working on ASCCC grants convicted of a violation of a criminal drug statute when the violation occurred at the workplace of the ASCCC shall report this violation to the executive director or president in writing within five working days of the conviction. The intent and expectation of the ASCCC is that each employee of the ASCCC and all individuals working on ASCCC business abide by the terms of this drug-free workplace statement.
Approved by ASCCC Executive Committee April 2021
20.05 Removal of a Member of the Board of Directors
Members of the Executive Committee (Board of Directors) of the Academic Senate for California Community Colleges are expected to perform their duties ethically and professionally during their time serving on the Executive Committee.
Members of the Executive Committee of the ASCCC are expected to act in accordance with all laws and the bylaws, rules, and policies of the ASCCC and to fulfill all duties of their office which include modeling ethical and professional conduct. Unethical behavior may be grounds for removal of a board member.
Any accusation against a member of the Executive Committee is a serious matter that will be addressed by the Academic Senate President and the Executive Committee. This policy applies if the accusation involves transgressions against any laws or bylaws, rules, and policies of the Academic Senate or a failure to fulfill the duties of a member of the Executive Committee. Oversight of the complaint process is normally the duty of the Academic Senate President. In situations where the alleged violation concerns the president, the responsibility for overseeing the process will transfer to the highest-ranking officer of the ASCCC not considered part of the complaint.
The process for considering and addressing complaints is as follows:
- The alleged violation is submitted in writing.
- The president or other officer overseeing the process will present the written complaint to the Executive Committee member in question.
- The president or other officer overseeing the process will inform the ASCCC officers that a complaint has been received.
- The president or other officer overseeing the process will then schedule a one-to-one intervention to first discuss the allegations with the Executive Committee member to reach a resolution.
- If a resolution is achieved, the president or other officer overseeing the process will inform the ASCCC officers of the details of the resolution. The resolution must be endorsed by a majority of the ASCCC officers in order for the matter to be considered resolved. Any of the ASCCC officers may request and will be granted a meeting of the officers to discuss the resolution before a decision on the matter is reached. An ASCCC officer requesting a meeting will be granted the opportunity to discuss the resolution with the officers prior to final approval of the decision.
- If a resolution is not achieved and further investigation is deemed necessary, an ad hoc investigation team will be established.
- The investigation team will consist of two members of the Executive Committee and three active ASCCC facultymember representativesserving on any statewide committee or taskforce.
- The Executive Committee officer leading the investigation and the Executive Committee member being investigated will mutually agree on the membership of the investigation team. If mutual agreement cannot be reached, the team will be randomly selected from the eligible faculty and Executive Committee members .
- The Executive Committee officer creating the investigation team cannot serve as a member of the team.
- The investigation team has no power to mandate the appearance of the member under investigation or other members of the Executive Committee. However, the team should make every effort to meet with the member under investigation and hear the member’s side.
- The team will strive to make decisions by consensus, and, when consensus is not achievable, four out of five team members must support any action by the team.
- Upon conclusion of the investigation, the team will present its findings to the officer charged with overseeing the investigation.
- Two plausible outcomes are possible:
- The team does not find sufficient evidence to substantiate the allegations, which closes the investigation.
- The team finds sufficient evidence to substantiate the allegations, prepares a written summary of findings, and presents this report to the Executive Committee.
Report Submission and Presentation
- If the investigation team finds sufficient evidence to support the allegations against an Executive Committee member, the team’s completed written report will be submitted to the officer overseeing the investigation and to the Executive Committee member being investigated.
- A special meeting of the Executive Committee will be scheduled to discuss the team’s findings. The meeting will occur no less than two weeks after the team’s report has been submitted.
- The meeting will take place in closed session due to the confidential nature of the investigation. If the Executive Committee member under investigation prefers to have the report and its findings discussed in open session, the member may make the request pursuant to the Senate’s Policy 10.01 on Open Meetings, and the request will be granted.
- All members of the investigation team will be invited to attend the special Executive Committee meeting to present the group’s findings and answer any questions from the Executive Committee members. Team members are expected to make every possible effort to attend the special meeting.
- Following the presentation by and questioning of the investigation team, the Executive Committee member under investigation may refute the findings and present evidence and witnesses to speak on the member’s behalf. Once both groups have presented all information, the members of the investigation team that are not members of the Executive Committee will leave the meeting.
Removal of an Executive Committee Member
Following the presentation of all information and discussion, one of two possible motions will be considered.
- A motion to close the investigation due to insuffcient evidence.
- A motion to remove the member from the Executive Committee.
If the motion is to close the investigation, the motion must be approved by a 2/3 majority vote of the Executive Committee members present. If such a motion is approved, the Executive Committee will determine whether a public apology is necessary. A public apology requires a motion and a simple majority vote for approval.
If the motion is to remove the member of the Executive Committee, the motion may be approved by a 2/3 vote of the Executive Committee members present. If the motion fails, the investigation is closed, the accused member of the Executive Committee remains in office, and no further action will be taken. If the motion is approved, the member is formally removed from the Executive Committee and loses all rights granted to members of the Executive Committee.
If a member of the Executive Committee has been removed, the vacancy may be filled in accordance with Section II of the ASCCC Rules.
Approved by ASCCC Executive Committee April 2021
30.01 Conflict of Interest
The Academic Senate for California Community Colleges (ASCCC), its officers, executive director, Executive Committee members, and staff shall avoid any conflict between their own respective personal, professional, or business interests and the interests of the ASCCC in any and all actions taken by them on behalf of the ASCCC in their respective capacities. For this purpose, the term "interest" means any financial, fiduciary, or other interest which conflicts with the service of the individual because it (1) could significantly impair the individual's objectivity or (2) could create an unfair advantage for any person or organization. When representing the ASCCC, Executive Committee members will refrain from unduly advocating on behalf of their own colleges or districts, whether the situations involved are concerned with local, regional, or statewide issues. In the event that any officer, director, or committee member of the ASCCC shall have any direct or indirect interest in or relationship with any individual or organization that proposes to enter into any transaction with the ASCCC, that person shall inform the Executive Committee of such interest or relationship in a manner that shall include the name of the individual, the name of the institutional interest, and the nature of the relationship the person has with each interest. The person shall thereafter refrain from discussing or voting on the particular transaction in which the person has an interest or otherwise attempting to exert any influence on the ASCCC to affect a decision to participate or not participate in the transaction., Situations involving this responsibility include but are not limited to transactions involving the following:
- the sale, purchase, lease, or rental of any property or other asset;
- employment or rendition of services, personal or otherwise;
- the award of any grant, contract, or subcontract;
- the investment or deposit of any funds of the ASCCC;
All Executive Committee members are expected to maintain the highest standards of conduct and ethical behavior and to adhere to the Executive Committee Code of Ethics. The ASCCC President and the Executive Committee will be prepared to investigate the factual basis behind any charge or complaint of conduct that is not in keeping with the Executive Committee Code of Ethics. Violations of the Executive Committee's Code of Ethics policy will be addressed by the ASCCC President, who will first discuss the violation with the Executive Committee member to reach a resolution. If a resolution is not achieved and further action is deemed necessary, the president may appoint an ad hoc committee to examine the matter and recommend a further course of action to the Executive Committee. In situations where the violation concerns the ASCCC President or ASCCC Vice President, the responsibility for investigation and resolution will pass to the highest-ranking officer of the ASCCC not considered part of the complaint.
Approved by ASCCC Executive Committee March 2021
30.02 Receiving Honoraria
Because ASCCC duties are voluntary or may be compensated by reassigned time, Executive Committee members may not accept honoraria for activities related to the ASCCC. If compensation is offered to an Executive Committee member who is serving in the role of an ASCCC representative,such honoraria shall be passed on to the ASCCC Foundation as a donation to support its work.
Approved by ASCCC Executive Committee April 2021
30.03 Reassigned Time and Overload Assignments
Definition: Reassigned = Reassigned from normal faculty load.
President and Vice-President: The positions of president and vice-president are seen as full-time responsibilities, and the office holders are generally granted 100% reassigned time. Since the president and the vice president positions are critical to the viability of the organization, the expectation is that neither of the holders of these positions carries any other assignment, whether regular, overload, or reassigned. The payment of 100% reassigned time by the ASCCC to the officers' districts is conditional on the two position holders not having any assignments--regular, overload, or reassigned--from their colleges or districts.
All Other Members of the Executive Committee: In the event that elected members of the Executive Committee, with the exception of the president or vice-president, choose to take on overload assignments, they should keep in mind the roles and responsibilities for which they are receiving reassigned time and the expectation that they fulfill these roles and responsibilities. If members are not able to fulfill the requirements of their assignments, the reassigned time for the academic year may be re-evaluated. Executive committee members teaching or assigned any fraction of regular, overload or other reassignment at their home colleges may not receive 100% reassigned time from ASCCC.
Summer Session: Summer session is excluded from this policy.
While Executive Committee members may be asked to perform duties during the summer, only officers are required to be available during the summer. If an Executive Committee member is asked to perform a duty during the summer, that member may be eligible for a stipend according to Policy 30.04.
Reassigned Time: The amount of reassigned time granted to members of the Executive Committee varies based on the roles and responsibilities assumed by the individual members. In no case will the ASCCC provide an amount of reassigned time such that when combined with other reassigned time that the faculty member is receiving from his or her college or district the total exceeds 100% of a full-time regular load. Reassigned time can only be applied to a faculty member's regular load. Reassigned time cannot be applied to overload assignments. Local bargaining agreements may also impose limitations on the amount of reassigned time that may be granted.
See Title 5 §53207 for more information on ASCCC reassigned time. The ASCCC Executive Committee will continue to review and revise these policies as necessary and appropriate.
Approved by ASCCC Executive Committee April 2021
ASCCC Executive Committee members generally have a 10-month commitment that spans from August through May. Faculty elected to serve on the Executive Committee begin their terms on June 1 and are required to attend the May/June Executive Committee meeting and Orientation as well as the Faculty Leadership Institute. These responsibilities are included in the reassigned time paid to the members’ districts. However, some Executive Committee members, based on their assignments, might be asked to work in the summer beyond the normal 10-month commitment. In those instances when Executive Committee members provide significant service beyond their normal scope of work, they may receive a stipend from the ASCCC or other entities if funds are available. The receipt of stipends does not include participation in ASCCC institutes if the institutes are part of the members’ normal assignments or are a continuation of their currently assigned responsibilities. This includes the incoming and outgoing ASCCC Curriculum Chairs and committee seconds, who are required to attend the Curriculum Institute as part of their normal 10-month commitment.
Stipends are in all cases subject to available funds and are granted at the discretion of the ASCCC President and the Executive Director.
Approved by ASCCC Executive Committee April 2021
40.01 Honoring Faculty Leaders
The Executive Committee may in some cases decide to honor faculty or other individuals who have served the ASCCC by supporting the mission and vision of the organization through a variety of capacities (e.g., committee member, Executive Committee member, advisory group).
The following are ways that the ASCCC or the Executive Committee can confer honors:
Resolution Conferring Senator Emeritus Status
Individuals that have been granted senator emeritus status are entitled to special recognition at ASCCC events, free issues of the ASCCC Rostrum, and free registration at all ASCCC plenary sessions.
If the Executive Committee or other faculty members working through their Area, determine that a faculty member should be honored as emeritus, the following criteria will be considered:
- The faculty member must have formally submitted retirement paperwork to the member’s college’s or district’s human resources office, be a retired community college faculty member, or be deceased.
- The faculty member must have completed at least five years of service on ASCCC committees, as an ASCCC appointee to statewide or Chancellor’s office bodies, as an ASCCC appointee for special projects, or any combination of direct service to the ASCCC thereof.
- The faculty member must be recognized for exceptional contributions supporting the aims and functions of the ASCCC.
Honorary Resolution from the Executive Committee
Former Executive Committee members who meet specific criteria will be honored with a special resolution crafted by the Executive Committee. In addition, former Executive Committee members who do not meet the specific criteria or other individuals, either faculty or non-faculty, who have demonstrated an outstanding commitment to the mission and vision of ASCCC may also receive a special resolution at the discretion of the Executive Committee. Such a resolution is honorary, is not subject to the standard resolutions process restrictions, and may be granted posthumously.
The criteria according to which former Executive Committee members shall be honored with an honorary resolution for their service on the Executive Committee and to the ASCCC is as follows:
- A minimum of two full years of service on the Executive Committee.
- Any combination of three aspects of the following:
- Served as chair of at least two ASCCC standing committees or task forces or of a state-level special project or body as an ASCCC appointee;
- Authored at least three articles published in the Rostrum;
- Participated in the authorship of a published ASCCC paper;
- Led the presentation and planning of an ASCCC institute.
A majority vote of Executive Committee members is required to verify meeting the criteria.
The following process for exemption from criteria is available for former Executive Committee members or other individuals who have contributed to the ASCCC who do not meet the above criteria but for whom an honorary resolution might be considered:
- A request to honor the proposed honoree will be forwarded to the ASCCC Standards and Practices Committee with a written rationale. The committee will consider the request and forward a recommendation to the Executive Committee. The Standards and Practices Committee may request additional support for the proposal if necessary.
- The recommendation of the Standards and Practices Committee must be agendized for action at a regular meeting of the Executive Committee.
- A two-thirds vote of the Executive Committee members present is required to pass the motion for recognition.
Recognition of Service Award
Former Executive Committee Members:
A former Executive Committee member that does not meet the criteria for an honorary resolution and is not granted an exemption to the criteria will receive a Recognition of Service Award. These awards are presented to the individual at an Executive Committee meeting, other event, or mailed to the recipient as determined by the Executive Director. Any member of the Executive Committee may submit a recommendation for conferral of a Recognition of Service Award to the Executive Director.
An individual that does not meet the criteria for an honorary resolution and is not granted an exemption to the criteria may receive a Recognition of Service Award. Recognition of Service Awards are conferred by the Executive Committee though an agenda item at an Executive Committee Meeting and requires a two-thirds vote of Executive Committee members present. These awards are presented to the individual at an Executive Committee meeting, other event, or mailed to the recipient as determined by the Executive Director. Any member of the Executive Committee may submit a recommendation for conferral of a Recognition of Service Award to the Executive Director.
Honoring ASCCC Past Presidents
ASCCC Past Presidents who maintain their faculty status are entitled to special recognition at Senate events and free registration at all Academic Senate Plenary Sessions.
Recognition through the Standard Resolutions Process
Individuals that do not meet any of the above requirements may be recognized through the standard resolution process.
Recipients of any of these honors may be eligible for additional awards throughout or after their term of service within the California Community College system.
Approved by ASCCC Executive Committee January 2023