CHAPTER II

ADMINISTRATIVE ORGANIZATION



B2.1 Board of Regents: The governing body for Del Mar College is a Board of Regents composed of nine members, who are elected for six-year (6-year) terms in accordance with state and federal statutes. Elections are held on the first Tuesday after the first Monday in November of even-numbered years, at which time three members are elected. The presiding officer, the Board Chair, and other Board officers are elected by the membership of the Board.

B2.1.1 Vacancy: When a vacancy occurs on the Board of Regents, the Board shall fill the unexpired term in accordance with the guidelines below.

 
B2.1.1.1 The candidate for Regent must be a registered voter who resides within the College District. In the case of a single-member district vacancy, the candidate must be a resident of that district.

B2.1.1.2 The Board shall announce the vacancy through the news media, including minority-language. In addition, the vacancy should be announced to interested agencies and individuals.

B2.1.1.3 The Board shall determine the period for responding to the announcement, the time being at least two (2) weeks.

B2.1.1.4 Persons interested in being appointed to the Board shall submit a resume and support documents to the President of the College.

B2.1.1.5 The Board of Regents shall review the resumes and select a number of candidates to be interviewed.

B2.1.1.6 The Board of Regents shall interview the applicants and make a selection.
 

B2.1.2 Statement of Ethics: Upon acceptance of the office, the members of the Board of Regents agree to adhere to the following ethical standards:
 

B2.1.2.1 Attend all regularly scheduled Board meetings, insofar as possible, and become informed concerning issues to be considered at those meetings.

B2.1.2.2 Work with other Board members to establish effective Board policies and to delegate authority for the administration of the College to the President of the College.

B2.1.2.3 Make policy decisions only after full discussion at publicly held Board meetings.

B2.1.2.4 Render all decisions based on the available facts and independent judgment and refuse to surrender that judgment to individuals or special interest groups.

B2.1.2.5 Encourage the free expression of opinion by all Board members and seek communication between the Board and students, staff, and all elements of the community.

B2.1.2.6 Communicate to other Board members and the President of the College expressions of public reaction to Board policies and College programs.

B2.1.2.7 Become informed about current educational issues by individual study and through participation in programs providing needed information, such as those sponsored by the American Association of Community Colleges, the Association of Community College Trustees, and the Hispanic Association of Colleges and Universities.

B2.1.2.8 Support the employment of those persons best qualified to serve as College staff and insist on a regular and impartial evaluation of all staff.

B2.1.2.9 Take no private action that will compromise the Board or administration and respect the confidentiality of information that is privileged under applicable law.

B2.1.2.10 Remember always that the first and greatest concern must be the educational welfare of the students attending the College.

B2.1.2.11 Engage in no activity that could create a conflict of interest.

B2.1.2.12 Refrain from using the Board position for personal or partisan gain.

B2.1.2.13 Bring about desired changes through legal and ethical procedures, upholding and enforcing all applicable statutes, regulations, and court decisions pertaining to community colleges.

B2.1.2.14 Work with other Board members to establish effective policies and practices, prohibiting unlawful discrimination, including conduct that constitutes sexual harassment.


B2.1.3 Requests for College Records and Documents: The President of the College has full authority over all College personnel, and, consequently, any requests by the Board or individual Board members for reports, specific directives, project proposals, or other documents will be directed to the Presidentís office.  The President of the College will take appropriate action and issue appropriate directives to faculty and staff in order to comply with requests within reasonable timelines.
 

B2.1.3.1 The submission of requests through the office of the President of the College ensures that work is assigned and completed in coordination with the Collegeís priorities, staffing necessities, and mandated deadlines.

B2.1.3.2 The President of the College will ensure that all reports and documents requested by individual Board members are distributed to all members of the Board of Regents.  Board members will receive requested documents as timely as possible.

B2.1.3.3 Inquiries by Board members for routine consumer information typically printed in College publications or in other ways routinely made available to the public may be made directly to and handled by the appropriate staff.

B2.1.4 Reprimand or Censure of a Board Member: The Board of Regents shall have the authority to censure a Board member who is found by the Board to have violated the Board member's duties. In order for the Board to censure a Board member, the Board member must be found to have violated a specific statute or law, Board Bylaw, or Board policy defining the Board member's duties and responsibilities. Such a finding shall be made by the Board only after an investigation by the Board or the Board's designee. The investigation must include an opportunity for the Board member to respond to the specific allegation that the Board member has breached a duty.

B2.2 Official Name/Seal of the College: Del Mar College District is the legal name of the community college district. Del Mar College, the College, the College District, the District, Del Mar, DMC, and DMCD are all synonymous terms meaning the educational institution administered by the Del Mar College District. The official seal of the College is a registered wordmark that is reserved and legally protected for exclusive use by the institution.  The seal carries the wording "Del Mar College District, Corpus Christi, Texas" around the perimeter of the circle, with the interlocking DMC symbol in the center.

B2.3 Administrative Structure: The administration of the College is under the authority of the President of the College. The President is appointed by the Board of Regents and is directly responsible to it. All other administrative officers are responsible to the Board of Regents through the President. Aside from the general authority and responsibility of the President, all administrative functions of the College are concerned with general administration, business and finance, human resources, instruction, and student services.  As is necessary to implement these functions, the President is responsible to the Board of Regents for setting and describing all essential organizational and instructional units such as departments, offices, divisions, and centers.  The College Organizational Chart.

B2.3.1 The President of the College: The President of the College, as the chief executive and administrative officer of the College, is responsible to the Board of Regents for the operation of the College and its programs. In fulfilling the duties of office, the President shall act within the framework of College policy. The President shall have full power and authority (which power and authority are hereby delegated by the Board) to manage, control, and operate the College, except to the extent that such authority is required by law to be reserved to the Board or is specifically reserved to the Board in the Board Policies. Such authority and responsibility of the President shall include but shall not be limited to the following:
  B2.3.1.1 further the interests of the College and the College District;

B2.3.1.2 advise and consult with the Board of Regents on matters of institutional concern;

B2.3.1.3 inform the Board of Regents as to problems, needs, and accomplishments of the institution;

B2.3.1.4 develop, as requested, policies for consideration by the Board of Regents;

B2.3.1.5 recommend policies on relevant matters for consideration by the Board of Regents and see to the implementation of policies approved by the Board;

B2.3.1.6 work with appropriate College personnel in developing and carrying out instructional and student development programs, which includes recommending for Board approval all courses, degrees, and certificates in keeping with the objectives and resources of the institution;

B2.3.1.7 work with appropriate College personnel in developing the College budget and, after approval by the Board of Regents, see to the careful implementation of the budget;

B2.3.1.8 work with appropriate personnel in seeing to the proper care for College physical facilities and participate in the planning and development of new facilities;

B2.3.1.9 develop and implement appropriate salary and wage systems and procedures for non-faculty personnel within the framework of the College budget;

B2.3.1.10 develop, with appropriate faculty and administrative participation, personnel and salary policies for the faculty;

B2.3.1.11 see to the appropriate representation of the institution in relationships with accrediting, governmental, educational, and professional organizations of importance to the College; and

B2.3.1.12 employ faculty and all other employees of the district.

  A2.3.2 Organizational Structure and Job Descriptions:  The administrative and organization structure of the College shall be determined by the College President. The Organizational Chart is available at Org Chart, and job descriptions for those positions are found at Job Descriptions.
A2.3.3 The Department Chairs:  The Department Chairs of Del Mar College are appointed by the President each year from among the qualified members of the faculty.  
A2.3.3.1 The following definitions will apply in the selection of the Department Chair.
  A2.3.3.1.1 Basic Principles:   Recommendations from department search committees will be given full consideration by the President when making appointment decisions. The final authority for the selection and appointment of departmental chairs resides with the President.

A2.3.3.1.2 Chair:  The Chair of a department serves as the chief representative of an instructional department within the College, as designated in the College's extant Organizational Chart at the time the vacancy occurs.  In normal circumstances, the Chair is a tenured faculty member who represents the department to the College, and is also the department's chief administrative officer, representing the administration to the department.  The Chair should meet the SACS requirements for full-time faculty members of the department.  For an extended definition and a list of responsibilities, see Job Descriptions.

A2.3.3.1.3 Department:  A department is an instructional unit headed by an officially recognized leader as in A2.3.3.1.2 above.  For the purposes of the present policy, a department is a single- or a multi-discipline instructional unit led by a Chair, as designated in the College's extant Organizational Chart at the time the vacancy occurs.  Thus, the parameters of an internal search are limited to the members of the affected department, while the parameters of an external search include the department but extend beyond the College.

A2.3.3.1.4 VPI and Dean:  The VPI is the Vice President of Instruction.  The Dean is the dean of the instructional division in which the vacancy has occurred.

A2.3.3.1.5 Committee:  The nature of the committee will vary according to the needs dictated by the circumstances.  In its various roles, a committee may act as a search committee, a screening committee, or an evaluation committee, depending on agreements among VPI, Dean, and committee members.  Regardless of its role, the committee's fundamental and ever-present obligation is to represent the collective will of the department to the administration in filling the vacancy.

A2.3.3.1.6 Procedures:  The procedures for selecting a Department Chair are outlined in the DMC Policy and Procedural Handbook for Screening Committees.  Initial procedures and internal searches differ from procedures used for the selection of faculty and thus appear in a different section of the Handbook.  External searches, however, will follow the standard procedures for selection of faculty.  In ordinary circumstances, an external search to fill a vacancy in a Department's Chair is initiated only after all efforts to fill the position internally have been exhausted.

A2.3.3.1.7 Disagreement:  If the committee, the Dean, and the VPI agree on a candidate or a set of candidates, documents will proceed up the chain of command to the President.  However, if in these matters disagreement occurs between the committee and the Dean, between the committee and the VPI, or between the Dean and the VPI, the decision at the higher level will prevail.  Administrators will confer with the committee to discuss the candidacy of the applicants, to clarify their position, and to arrive at an understanding.
 

A2.3.3.2 The Department Chair reports to the Dean of the appropriate division. The assignment of a stipend as compensation for the additional duties of a Chair does not alter the appointment status of a faculty member.

B2.4 Committees, Cabinets, and Councils: Members of the Faculty Council, the Exempt Employee Advisory Council, and the Nonexempt Employee Advisory Council are elected by their constituencies. The elected constituency councils are considered essential advisory bodies to the College President. The President appoints members of other councils, the standing committees, and the ad hoc committees, some of whom are recommended to him by the Faculty Council and other College advisory groups. Each year the President will announce to the faculty and staff the committee membership. A2.4.1 Elected Constituency Councils: The elected constituency councils in B2.4 represent their respective employee groups. (See Link)

A2.4.2 Standing Committees and other Councils: The standing committees and other councils of the College include, but are not limited to, the Affirmative Action Committee, the Curriculum Committee, the Instruction and Student Development Council, and the President's Staff. (For a complete listing with current members, see Link ).

A2.4.3 Ad Hoc Committees: Ad Hoc Committees are appointed for a limited duration by the President for the completion of specific tasks.

B2.5 Shared Governance: The College practices shared governance based on respect for the opinions and ideas of all members of the College community including students, faculty, staff, and administration, each participating with timely input to the decision-making process, as appropriate.  Central to the practice of shared governance are the College councils and committees that provide advice and recommendations to the President. 

The faculty has primary responsibility for such fundamental areas as curriculum, subject matter and methods of instruction, and other matters directly related to teaching and learning.  The faculty recommends the requirements for the degrees and certificate and determines when the requirements have been met.

The exercise of management responsibilities by the President and administrators of the College is not routinely a matter of shared governance.