UNIVERSITY OF THE VIRGIN ISLANDS

BOARD OF TRUSTEES RESOLUTION

ON SHARED GOVERNANCE FRAMEWORK



To approve the UVI Shared Governance Framework



WHEREAS, VISION 2012 upholds shared governance and collegiality as core values of the

University of the Virgin Islands (the University); and



WHEREAS, the Middle States Commission on Higher Education recommended that the

University improve its adherence to standards 4 and 5 of the Commission of Higher Education;

and



WHEREAS, the faculty, staff, students, and the administration of the University have worked

and collaborated, over the past twenty-four months, to develop an approach to shared

governance that is relevant to the University; and



WHEREAS, the faculty, staff, students, and the administration of the University have agreed on

a revision of the Shared Governance Framework originally proposed by the administration that

provides the structure for decision-making on broad University-wide policy initiatives; and



WHEREAS, on January 23, 2009, the Academic, Research and Student Affairs (ARSA)

Committee of the Board of Trustees (the Board) approved the submission of the revised Shared

Governance Framework to the Board for approval on condition that any amendment to the

Framework subsequently recommended by the UVI Senate shall go to the President, through

the Cabinet, for approval if the proposed amendment is organizational or informational in nature,

or go to the Board for approval if the proposed amendment would affect a board policy.



NOW, THEREFORE, BE IT RESOLVED BY THE BOARD THAT:



i The Shared Governance Framework recommended by the ARSA Committee is hereby

approved.

2; Any amendment to the Framework subsequently recommended by the UVI Senate shall



go to the President, through the Cabinet, for approval if the proposed amendment is

organizational or informational in nature, or go to the Board for approval if the proposed

amendment would affect a board policy.



3: The President of the University is authorized to take such action as is necessary to

implement this resolution.



CERTIFICATION



The undersigned hereby certifies that the foregoing is a true and exact copy of a resolution

adopted by the Board of Trustees of the University of the Virgin Islands at its meeting on

Saturday, January 31, 2009, as recorded in the Minutes of that meeting.



Secretary of the Board Date

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University Virgin] slands



Vision 2012



Shared Governance Framework



Revised January 23, 2009



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Table of Contents

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Essentials of Shared Governance



The Middle States Commission on Higher Education standard on leadership and

governance states as follows:



The Commission on Higher Education expects a climate of shared collegial governance

in which all constituencies (such as faculty, administration, staff, students and governing

board members, as determined by each institution) involved in carrying out the

institution’s mission and goals participate in the governance function in a manner

appropriate to that institution. Institutions should seek to create a governance

environment in which issues concerning mission, vision, program planning, resource

allocation and others, as appropriate, can be discussed openly by those who are

responsible for each activity. Within any system of shared governance, each major

constituency must carry out its separate but complementary roles and responsibilities.

Each must contribute to an appropriate degree so that decision-makers and goal-setters

consider information from all relevant constituencies. While reflecting institutional

mission, perspective, and culture, collegial governance structures should acknowledge

also the need for timely decision-making.



An accredited institution is expected to possess or demonstrate the following attributes or

activities:



i



a well-defined system of collegial governance including written policies outlining

governance responsibilities of administration and faculty and readily available to the

campus community;



written governing documents, such as a constitution, by-laws, enabling legislation,

charter or other similar documents, that:

a) delineate the governance structure and provide for collegial governance, and the

structure’s composition, duties and responsibilities. . . .

b) assign authority and accountability for policy development and decision

making, including a process for the involvement of appropriate institutional

constituencies in policy development and decision making;



The “Statement on Governance of Colleges and Universities” jointly formulated by the

American Association of University Professors, the American Council on Education (ACE),

and the Association of Governing Boards of Universities and Colleges (AGB), makes the

following statement on shared governance:



The variety and complexity of the tasks performed by institutions of higher education

produce an inescapable interdependence among governing board, administration,

faculty, students, and others. The relationship calls for adequate communication

among these components, and full opportunity for appropriate joint planning and

effort.



Joint effort in an academic institution will take a variety of forms appropriate to the

kinds of situations encountered. In some instances, an initial exploration or



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recommendation will be made by the president with consideration by the faculty at a

later stage; in other instances, a first and essentially definitive recommendation will be

made by the faculty, subject to the endorsement of the president and the governing

board. In still others, a substantive contribution can be made when student leaders are

responsibly involved in the process. Although the variety of such approaches may be

wide, at least two general conclusions regarding joint effort seem clearly warranted:



1 important areas of action involve at one time or another the initiating capacity and

decision-making participation of all the institutional components, and



2 differences in the weight of each voice, from one point to the next, should be determined

by reference to the responsibility of each component for the particular matter at hand.



Effective planning demands that the broadest possible exchange of information and opinion

should be the rule for communication among the components of a college or university. The

channels of communication should be established and maintained by joint endeavor. Distinction

should be observed between the institutional system of communication and the system of

responsibility for the making of decisions. At the University of the Virgin Islands, shared

governance has been accepted as a goal by all parties, but it has never been systematically

implemented.



As stated in the 2006 Middle States Commission on Higher Education (MSCHE) Self Study

Report, “Shared governance is one of the University’s core values, but the University has never

explicitly defined the model by which it will achieve this value.” The conflicting visions and lack

of clarity are often common of shared governance. Whatever the definition of shared

governance, the principle that is articulated is etched in four of UVI’s 10 stated core values:



0 Teamwork



0 Collegiality and shared governance

0 Inclusiveness of ideas



0 Principled leadership.



The University of Arizona identified six "best practices" described below to create a culture that

embraces shared governance and creates opportunities for shared governance throughout the

university. The UVI community has voiced support for these six “best practices”:



1. Create an Atmosphere that Fosters Trust

Effective shared governance depends on accountability, a trust among the parties. This trust then

provides the foundation for effective activities and efficient use of participant's time and

knowledge. Examples of the building blocks of trust include: fully sharing appropriate

information in a timely manner and providing adequate time for effective dialog, providing

relevant background for the subject at hand to allow for fully informed choices, and informal

gatherings in addition to the formal group efforts.



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2. Develop a Collaborative Attitude and Participatory Decision Process

The parties involved in shared governance are interdependent and must be involved in joint

actions when appropriate. Examples include: joint agenda development, allowing appropriate

time for consultation, providing an honest airing of relevant issues, and adequate discussion

opportunities but without unnecessary delay.



3. Communicate Extensively

Effective communication is essential for successful shared governance. Provide what is needed

fully and early in the process and communicate final decisions to all parties. The regular

communication channels should be widely known.



4. Encourage Informed Participation and Training

The university and unit environment should respect appropriate participation by faculty, academic

professionals and staff, one that allows for methods for new faculty and others to learn about

opportunities for involvement. Examples of these methods include: workshops, retreats, informal

meetings with administrators and other faculty. Appropriate rewards for service need to be

identified and activities need to be seen as important from the perspectives of involved faculty,

administrators, staff and appointed personnel.



5. Focus on Effective and Efficient Processes and Subjects

Those involved in shared governance need to be sufficiently informed to participate effectively.

They need to understand and agree on the roles of faculty and administrators. It should be clear

which group has the primary responsibilities for specific topics (i.e., faculty or administration).

Shared governance does not mean everything has to be done by joint efforts or by delegating

decision making to the faculty. Suitable resources and support must be made available for shared

governance to be effective and efficient.



6. Allow for Flexibility in Shared Governance Structures

While [university, schools, and departments] shall have some form of shared governance, the

forms will vary, as the circumstances of each unit vary, but be consistent with the aims of shared

governance. Each organizational unit should have written rules/procedures regarding the purpose

and operation for the shared governance process. The methods of participation will vary among

faculty, academic professionals, staff and students (e.g., election or appointment, policy making

or implementation, focused topics or strategic issues). The methods of selection will vary (e.g.,

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representation by subunit or major unit, election, ex-officio, or appointment).



Institutional leadership is very important in framing and maintaining a commitment to the

principles and practice of shared governance. All stakeholders must be stewards of good

governance.



For UVI, the need to clarify and make more effective its inclusive governance approach and the

search of a model of governance that will ensure representative shared governance is consistent

with the strategic vision and direction of the University. The main factors for creating an

effective shared governance system for UVI will need to include:



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A. Internal Stakeholders



UVI Board of Trustees



UVI Executives and Administrators

t UVI President

il. UVI Cabinet



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UVI Faculty (teaching (full- and part-time), research, and library faculty)

UVI Staff (regular, professional, and administrative staff)

UVI Students (all full-time, part-time, undergraduate, and graduate students)



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B. Shared Governance



Shared governance includes structure and processes wherein the decision-making responsibility

is shared among those affected by decisions. The “process fosters a sense of empowerment,

equal partnership, and a vested interest in successful outcomes of institutional policy and

implementation decisions”. Shared governance involves stakeholders “early on in the processes

and establishes policies” in areas including but not limited to “mission, strategic direction, and

selection processes for administrators, faculty and staff; budgeting and expending funds;

procedures related to construction of buildings; academic programs including degrees, course,

admission, and graduation; promotion, tenure, and salary increments; athletic programs; student

matters; research, grants, and contracts; parking, security, and other services; public relations.”

Within any system of shared governance effective communication and adequate consensus

among stakeholders are essential.



The proposed UVI Senate is a representative body composed of voting representatives from all

sectors of the University community. The aim of the UVI Senate is to provide an opportunity for

students, faculty, staff, and administrators to participate in shared governance within clearly

defined processes.



C. Representation at UVI



The primary functional units of the University’s components will be the

departments/schools/centers/divisions. At UVI faculty, staff and students will fulfill their roles

in shared governance through formally established representative councils/association,

committees and administrative channels. Shared governance permits all stakeholders- teaching

and research faculty, students and staff --the opportunity to affect change in the academic

program areas. Stakeholders will also impact the development and implementation of policies

relevant to academic programs as well as express informed opinions on personnel issues

pertaining to the academic program areas.



Faculty Representation. The University of the Virgin Islands Faculty Association is the actual

body of full-time teaching and research faculty. The Faculty Executive Committee consists of

officers and representatives elected from the general faculty and serves as the channel for input

and feedback originating externally.



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Administrative, Professional and Regular Staff Representation. The University of the

Virgin Islands Staff Council (UVISC) is the official representative body for the Full-time

Regular, Professional and Administrative Staff. The staff should have appropriate representation

on matters affecting them. Input and feedback from staff should be conducted through their

elected representatives as well as through established administrative channels.



Student Representation. The Student Government Association (SGA) is the official

representative body of full-time and undergraduate students of the University. Undergraduate

students should be represented on appropriate University committees and task forces related to

the University. Input and feedback from students should be conducted through their elected

representatives.



The elected representatives from each council/association are expected to share their

responsibility of governance with their general membership. Elected representatives will be

called on to identify members from their general membership to serve on University standing

committees, ad hoc committees or task forces established by the president. The members of the

respective committees will elect their chair.



Each council/association will develop and maintain a communication plan to ensure effective

communication with their general membership and associate members. Provision will be made at

the level of each council/association to provide for the inclusion of part-time faculty, part-time

staff, contract staff, graduate students, and part-time students, (There are a number of

mechanisms being considered to increase their input into these associations). Nevertheless, the

officers of all councils/associations are encouraged to include their part-time cohorts in their

communication plan.



D. UVI Senate



The UVI faculty, staff and student representative bodies shall each elect on an annual basis, four

members to the UVI Senate for a total of twelve (12) voting members. The UVI Senate shall also

include the President and Cabinet as non-voting members.



The Chair of the UVI Senate shall be elected from within its membership.

Four (4) members of the UVI Senate shall be elected by the Faculty Association.

Four (4) members of the UVI Senate shall be elected by the Staff Council.



Four (4) members of the UVI Senate shall be elected by the student government

association(s).



The Chair of the UVI Senate shall serve no more than two (2) consecutive terms in the capacity

of Chair [totaling two (2) terms] but may otherwise serve for a total period of three terms

including those as Chair. Other members of the UVI Senate shall not serve more than three (3)



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consecutive terms [totaling three (3) terms].

A quorum of the UVI Senate shall consist of fifty percent plus one of the voting members.



E. Scope of Responsibilities and Functions



The UVI Senate is expected to play a pivotal role in the institution’s decision-making process.

The primary functions of the UVI Senate shall be governed by, and subject to the limitations

imposed by federal laws, territorial laws, and mandates from the University of the Virgin Islands

Board of Trustees. The UVI Senate shall provide broad based advice to the President and

Cabinet on a broad range of issues including budgets, educational programs and standards,

personnel policies, University community issues, strategic plans, facilities management and

operation, and policies respecting faculty, staff and student as appropriate. This broad charge

brings virtually all campus policy matters within the purview of the UVI Senate except those

areas of responsibility delineated by the bylaws of the respective stakeholder group. (More

specifically the section of the most recently approved Faculty By-Laws approved by the Board of

Trustees regarding authority). Advisory to the President, the UVI Senate may pass

recommendations on a wide range of issues. The faculty association, staff council, and student

government association shall at all times maintain their role as advocates for their respective

constituencies as stated in the applicable legislation, bylaws, or policy manual; and shall execute

all functions as outlined in the applicable legislation, bylaws, or policy manual.



F. UVI Committees



The Senate shall set the guidelines under which University-wide/global policy committees shall

be formed. Specific stakeholder group committees shall be formed in accordance with the bylaws

of the relevant stakeholder group or the Faculty Policy Manual and bylaws as may be applicable.

Committees shall be formed by the appropriate component as per stakeholder group and/or

Senate guidelines for such committee(s).



G. UVI Senate Proceedings and Process



The proceedings of the UVI Senate are a matter of University record and disclosure of the

proceedings is subject to federal, territorial and Board of Trustees policies. Proceedings shall be

conducted according to Robert’s Rules of Order



i. Each meeting shall be preceded with an agenda published five (5) working days

ahead of the meeting time.



ii. Meeting times of the UVI Senate must be announced at the beginning of each

academic year. All meetings shall be open to all stakeholders. Except for

unpredictable events, the UVI Senate shall hold a minimum of four (4) meetings

during the regular academic year.



iii. The UVI Senate may meet with the University Officers and the chairs of the

relevant University Standing Committees to discuss possible agenda items.



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iv. Issues or proposals shall first be discussed in the Senate, and may then sent to an



ad hoc committee for discussion, review and report. The ad hoc committee shall



report their recommendations to the Senate for placement on the agenda of the Senate



for debate, amendment, or approval.



y. All minutes of the UVI Senate and ad hoc committees shall be available to all



electronically. The University will provide to the Senate support services as necessary



to accomplish this.



vi. Cabinet shall discuss the advice and recommendations issued by the Senate in a

timely manner and a response (with appropriate justification) shall be

communicated to the Senate within five (5) days of the date of action on the item.



“http://fp.arizona.edw/senate/Implementing Shared Governance - Best Practices. 3/21/2007

(http://education.stateuniversity.com/pages/2014/ Governance-Decision-making-in-Colleges-

Universities. html)

> (Lau, 1996)



: (http://education.stateuniversity.com/pages/2014/Governance-Decision-making-in-Colleges-

Universities.html).



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UVI PROPOSED SHARED

GOVERNANCE MODEL 05/08/08



This proposed model President

for shared governance

at UVI is a modified

version of the

previous two diagrams

based on additional

input from University

stakeholder groups.

Arrows indicate

decision making

responsibilities and

communication flow.

The Senate shall



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consist of four



representatives from



each of the three President

5 F (non voting)



University groups in



addition to the



president and cabinet.



5/8/2008



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