Charges to the Committees

SECTION IV

CHARGES TO THE COMMITTEES

CHARGE TO STEERING COMMITTEE

The Steering Committee is composed of eleven members (see Section III for list of names). The primary responsibility of the committee as a whole is to facilitate the self-study process. Specifically, the committee is charged with the following duties:

to join in the selection of area executive chairs and also in the selection of all committee/subcommittee members;
to develop a self-study plan and to organize a schedule for carrying out the self-study;
to monitor the progress of the self-study and to recommend appropriate action to ensure the completion of the self-study in a timely manner;
to evaluate the editorial guidelines suggested by the self-study editor and, when appropriate, modify those guidelines;
to assist in collecting and arranging resources for the self-study;
to assist the executive chairs and their committees in carrying out the various tasks associated with a comprehensive self-study;
to assist the self-study director in promoting effective inter-committee communication and in reporting the progress of the self-study to the total university;
to review draft reports from principal committees and make appropriate suggestions;
to organize and carry out an institution-wide review of draft reports submitted by the self-study committees;
to assist with preparations for the SACS Visiting Committee's campus visit;
to assist the director of the self-study in the self-study evaluation of the following Criteria areas: designated areas of Sections I, IV, and V (see page 9 of this proposal);
to serve in an advisory capacity for the development of a plan for follow-up and implementation of strategies which address self-study recommendations and suggestions;
to mediate questions of jurisdiction, assignment, or procedure;
to maintain contact with the Commission on Colleges Office regarding progress of the self-study;
to take primary responsibility for addressing all the criteria of the Commission on Colleges and of the NCAA and, further, to meet all substantive and procedural requirements of both organizations; and
to adhere to self-study calendar deadlines and to assure that the report format complies with the editorial guidelines of the self-study.

CHARGE TO PURPOSE COMMITTEE

The Purpose Committee of the self-study has been given the comprehensive charge of conducting a critical examination of the mission statement of Sam Houston State University, according to SACS guidelines, in order to determine if a revision or refinement of the purpose statement is needed. In addition, the Purpose Committee will examine the mission of the University as it relates to institutional effectiveness and, as necessary, will recommend appropriate action to link goals and activities and will institute an ongoing process of continual self-study to assure that the University is meeting its stated mission.

Should the mission statement need clarification or amendment, the Purpose Committee will take early action in this critical area so as to provide recommendations for revision.

The Purpose Committee is charged with responsibility for following the standard procedures for the self-study, including its self-study analysis and the documentation to support each finding.

CHARGE TO INSTITUTIONAL EFFECTIVENESS COMMITTEE

The Institutional Effectiveness Committee is the key Criteria committee in the self-study process. As such it is charged with the following responsibilities:

to conduct a university-wide inventory to determine each institutional unit's level of compliance vis-à-vis institutional effectiveness;
to increase the awareness of all institutional constituencies of the value of an institutional effectiveness program;
to serve as a resource for all other SACS committees whose self-study activities pertain to institutional effectiveness;
to coordinate with the University's Office of Institutional Research all activities pertaining to the self-study;
to encourage greater levels of communication among the University's units concerning institutional effectiveness programs;
to assess the University's institutional effectiveness at every level: unit, college, and university. This examination should include an analysis of the strengths and weaknesses of the program(s) and policies as well as suggestions for improvements; and
to adhere to self-study calendar deadlines and to assure that the report format complies with the editorial guidelines of the self-study.

CHARGE TO UNDERGRADUATE EDUCATION PROGRAMS COMMITTEE

The Undergraduate Education Programs Committee will be asked to assume responsibility for the following:

to address all "must" statements in the Criteria to determine if all SHSU undergraduate programs comply;
to review undergraduate instruction in all programs, specifically in regard to grading procedures, program effectiveness, student success rates, and stated absence policies;
to assess admission and transfer policies and their effectiveness;
to examine the effectiveness of undergraduate advisement procedures and to ascertain the accessibility of advisement to all students;
to examine all admissions/recruitment/advisement materials to determine if they are accurate and consistent with the mission of the University;
to suggest plans and procedures for the continued advancement of undergraduate education at SHSU; and
to adhere to self-study calendar deadlines and to assure that the report format complies with the editorial guidelines of the self-study.

CHARGE TO GRADUATE EDUCATION PROGRAMS COMMITTEE

The Graduate Education Programs Committee will be asked to assume responsibility for the following:

to determine if all graduate education programs at SHSU conform to "must" statements in Criteria;
to assess SHSU's graduate admissions policies to see if they are consistent with SACS' recommended guidelines;
to determine if the quality of curriculum and instruction in graduate programs is appropriate and meets SACS' standards for graduate education;
to analyze all published documents on graduate programs to determine their accuracy and appropriateness relative to the mission of the University;
to review advisement procedures in graduate programs to accessibility and effectiveness;
to offer recommendations and suggestions to strengthen current graduate programs and to develop plans to expand graduate education consistent with the purpose of the University; and
to adhere to self-study calendar deadlines and to assure that the report format complies with the editorial guidelines of the self-study.

CHARGE TO CONTINUING EDUCATION,
DISTANCE LEARNING, EXTENSION, AND OTHER
SPECIAL PROGRAMS COMMITTEE

The Continuing Education, Distance Learning, Extension, and Other Special Programs Committee will be asked to assume responsibility for the following:

to analyze and to determine if all external programs of the University are consistent with the mission of the University and also comply with the Criteria;
to examine the University's resources and services to ascertain if they are adequate to support the various external programs currently being offered;
to examine all university documents pertaining to external programs to determine their accuracy and appropriateness;
to analyze the procedures being used to keep student records to see if they adhere to Criteria;
to determine if procedures are in place for the regular, systematic evaluation of all external university programs;
to offer recommendations designed to enhance the effectiveness of all external programs; and
to adhere to self-study calendar deadlines and to assure that the report format complies with the editorial guidelines of the self-study.

CHARGE TO FACULTY COMMITTEE

The Faculty Committee is charged to assume responsibility for the following:

to determine if faculty currently employed at Sam Houston State University are appropriately qualified to carry out the purpose and mission of the University;
to determine if faculty currently employed are proficient in oral and written communication in the language in which the assigned courses are taught;
to analyze thoroughly procedures utilized in the recruitment and employment of full-time faculty, part-time faculty, adjunct faculty, and graduate assistants;
to interview and survey all academic department chairs to determine if the University upholds SACS standards in the documentation of faculty credentials;
to conduct a thorough analysis of the University's salary and benefits program as it pertains to full-time faculty, part-time faculty, adjunct faculty, and graduate assistants;
to examine classroom records to see if the University is carrying out its faculty workload policy and if that policy accords with the Criteria;
to analyze the University's faculty merit system and determine if it meets SACS standards;
to examine the University's policies in the areas of academic freedom, tenure, and professional development;
to examine the University's faculty evaluation procedures;
to analyze the University's distance learning procedures as they affect faculty assignments, credentials, and interaction with students; and
to adhere to self-study calendar deadlines and to assure that the report format complies with the editorial guidelines of the self-study.

CHARGE TO LIBRARY COMMITTEE

The Library Committee is charged to assume responsibility for the following:

to determine if the Library and all related services adhere to the "must" statements of the Criteria;
to examine the purpose statement of the Library and determine its appropriateness to the University's purpose statement;
to evaluate the accessibility of facilities and learning resources to students and faculty;
to assess the success of the Library's orientation program to determine if all students have the opportunity to learn how to obtain needed information and how to use resource materials efficiently;
to assess the Library's efforts to work collaboratively with students, faculty, and researchers to determine user needs;
to analyze the Library's current use of technological advances to maximize access, particularly to distance learners, and to increase efficiency; and
to adhere to self-study calendar deadlines and to assure that the report format complies with the editorial guidelines of the self-study.

CHARGE TO STUDENT DEVELOPMENT SERVICES COMMITTEE

The Student Development Services Committee has broad-based responsibilities, which include the following:

to determine if all current student development service programs adhere to the "must" statements of the Criteria;
to ascertain whether or not student development programs have policies and procedures consistent with the University's mission;
to determine if all student services document their organizational structures and administrative reporting lines;
to analyze evaluation procedures for student services to determine if they are adequate;
to collect information and offer recommendations to improve student services wherever improvements are needed;
to evaluate the effectiveness of counseling services;
to examine current policies regarding student publications to determine their adequacy and effectiveness;
to examine the published statements regarding student rights and responsibilities to determine their adequacy and effectiveness;
to assess policies and procedures of residence halls to determine their adequacy and effectiveness;
to assess policies and procedures of the student financial aid program to determine their adequacy and effectiveness;
to examine policies and procedures of the student health services program to determine their adequacy and effectiveness;
to assist in conjoining self-study committee responsibilities with NCAA certification committee responsibilities; and
to adhere to self-study calendar deadlines and to assure that the report format complies with the editorial guidelines of the self-study.

CHARGE TO NCAA CERTIFICATION COMMITTEE

The NCAA Certification Committee will have its own set of responsibilities which will adhere to NCAA requirements. In addition, however, because the University is embarking upon a Joint COC Self-Study/NCAA certification process, this committee will be asked to assume the following responsibilities:

to cooperate with and assist, when appropriate, the SACS Self-Study Steering Committee;
to examine criteria specified by SACS for intercollegiate athletics; and
to adhere to self-study calendar deadlines and to assure that the report format complies with the editorial guidelines of the self-study.

CHARGE TO ORGANIZATION AND ADMINISTRATION COMMITTEE

The Organization and Administration Committee will be asked to assume responsibility for the following:

to determine if the organization and administration policies and procedures of the University adhere to the "must" statements of the Criteria;
to analyze official university documents to determine if they clearly describe the duties and responsibilities of the various administrative units associated with the University, including its governing board, its administrative officers, and its academic leaders;
to determine if appropriate advisory committees are participating in the formulation of policies and procedures which ultimately govern the University;
to analyze the administrative organization of the University to see if the purpose and philosophy of the University are reflected in operating policies and procedures;
to determine if the University's program for institutional advancement is directly related to the purpose of the institution;
to examine evaluative procedures to determine if assessment instruments are adequate to measure the effectiveness of policies and procedures in use by administrative units of the University;
to examine the relationship of alumni and the University, particularly focusing upon record-keeping procedures and contributions toward overall institutional effectiveness;
to examine official university documents, including the faculty handbook, human resources manual, student handbook, and Finance and Operations policy manual to determine the accuracy and appropriateness of these documents as they reflect university compliance with SACS guidelines;
to determine if fund raising is related to the purpose of the institution, is an integral part of the planning process, and is carried out through procedures and practices which have been properly disseminated and followed throughout the University; and
to adhere to self-study calendar deadlines and to assure that the report format complies with the editorial guidelines of the self-study.

CHARGE TO PHYSICAL RESOURCES COMMITTEE

The Physical Resources Committee will be asked to assume responsibility for the following:

to determine if the utilization of the University's physical resources adheres to the "must" statements of the Criteria;
to examine the University's property--buildings, grounds, and equipment--to see if the overall physical resources are adequate to serve the needs of the institution in relation to its purpose, programs, and activities;
to determine if maintenance and security systems are adequate to meet the University's needs;
to assess the University's environmental health and safety programs to see if they are adequate to the needs of the University;
to analyze written reports, policies, and procedures involving physical resources to determine if resources are being utilized efficiently and effectively;
to determine if there is an established evaluation procedure for physical resources and also a planning component in the procedure;
to offer suggestions and recommendations to alleviate weaknesses and build upon the strengths of the physical environment of the University;
to determine if externally funded grants and contracts are being administered according to SACS guidelines;
to assess documents which describe the mutual relationship between the University and related corporate entities to determine if they accurately relate activities to the purpose of the University; and
to adhere to self-study calendar deadlines and to assure that the report format complies with the editorial guidelines of the self-study.

CHARGE TO FINANCIAL RESOURCES

COMMITTEE

The Financial Resources Committee is charged with the following responsibilities:

to determine if the financial resources of the University and their management adhere to the "must" statements of the Criteria;
to conduct a study of institutional resources to ascertain the adequacy and stability of such financial resources to support institutional programs;
to examine the organization and staffing of the University's financial function to verify that it is consistent with the purpose and nature of the institution, and that regular reports are rendered to appropriate regulatory entities;
to study the budget process for existence of (1) continual evaluation of the process, (2) sound planning procedures, and (3) the generation of an appropriate annual budget which is submitted through proper channels to the appropriate body for approval;
to verify the existence of an appropriate system of budgeting controls, including provision for interim reports and processing of revisions;
to determine whether the educational function of the institution and the use of appropriately budgeted funds are controlled by the institution itself;
to verify the existence of an appropriate accounting system and reporting process;
to evaluate policies, procedures, and controls for purchasing and inventory, refunds, cashiering, investment management, risk management and insurance, and auxiliary enterprises; and
to adhere to self-study calendar deadlines and to assure that the report format complies with the editorial guidelines of the self-study.