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Institutional Oversight Committee Policy : 6:10:00:01

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Responsible Executive: President and/or Designee

I. PURPOSE

The purpose of the Institutional Oversight Committee (IOC) at Motlow State Community College (Motlow State) includes the following:

  1. To ensure shared governance in accordance with the Tennessee Board of Regents (TBR) Policy 1.03.10.00; and
  2. To foster inclusion and representation concerning operational and strategic planning at Motlow State.

II. DEFINITIONS

  1. Frontline Employees – staff and administrators who interact directly with students and/or public beyond the classroom through administrative and/or clerical functions.
  2. Representative – employee or student designated to represent part of the Motlow State community for the IOC (through a student organization, employee council, college division, or other body on campus) and communicate between the IOC and their respective part of the Motlow State community.
  3. Ex-officio – For purposes of this policy, “Ex-officio” is defined as “by virtue or because of position title and official function” within Motlow State. Ex-officio members of the IOC are designated based upon the position or title of record, and may be designated as having either voting or non-voting status.

III. RESPONSIBILITIES

  1. In accordance with TBR Policy 1.03.10.00, the IOC meets in order to facilitate knowledge sharing among all divisions of the college, offers advice to the President on Motlow State policy and procedural matters, on creation of the unrestricted general fund budget, and on alignment of the budget recommendations with updates to the college’s Strategic Plan. Any member of the IOC may add agenda items. The IOC meets once a month, unless an exception is made by the President. Members are expected to attend all meetings or appoint a proxy or designee. Special meetings may be called by the President. If the President does not accept the recommendations of the IOC, then the record will reflect both the recommendation of the committee and the President’s decision.
  2. B. It is the responsibility of each member of the IOC to attend all meetings. Meetings shall be held on a monthly basis, unless otherwise stated by the President of Motlow State and/or their designee. Special meetings may be called by the President and/or their designee. If an IOC member is not able to attend a scheduled meeting either remotely or in-person, they may appoint a proxy to attend in their absence.
    1. If a member of the IOC (described in Section IV below), does not wish to/is unable to serve on the IOC, they may appoint a permanent designee (including members of the President’s Cabinet and Chairs of any council or organization). Any permanent designees must be communicated to the President and/or their designee.
    2. Guests are welcome to attend IOC meetings to present information to the IOC or otherwise; however, notice shall be given to the Executive Administrator of any guests requesting to attend. Guests shall have no voting rights (excluding those asked to attend as a designee of a permanent IOC member).
  3. Members of the IOC are responsible for representing the interests of their respective group, council, division, or other bodies. Additionally, any information presented in IOC shall be each members’ responsibility to communicate back to those respective groups, councils, divisions, or other bodies.

IV. MEMBERSHIP

  1. The committee is composed of the following members:
    1. President (Ex-officio);
    2. All members of the President’s Cabinet;
    3. Executive Director of Human Resources (Ex-officio);
    4. Director of Facilities Services (Ex-officio);
    5. Director of Public Safety (Ex-officio);
    6. One representative of Administrative Staff, Support Staff, Faculty, and Adjunct Faculty, each selected by their respective Councils;
    7. Chair of the Health and Safety Committee;
    8. Chair of the Success and Innovation Committee;
    9. Representatives, 2-4 frontline employees (appointed by the President, must be from different campuses);
    10. Campus Engagement Directors (Ex-officio);
    11. President, Student Government Association (Ex-officio);
    12. Representatives of active student organizations (selected by the Dean of Students and Executive Vice President for Student Success and communicated to the President and/or their designee);
    13. SACSCOC Liaison;
    14. Assistant Director, Organizational Culture and Enrichment;
    15. Executive Administrator or designee (Ex-officio, non-voting, serves as record keeper for committee); and
    16. Internal Auditor (Ex-officio, non-voting).
  2. Faculty, staff, and students are encouraged to participate in the decision-making processes at Motlow State by providing input to their IOC representative(s) regarding any college matter that concerns them. The IOC will distribute a list of current representatives to all faculty and staff at the beginning of each academic year.

V. BUDGETING

  1. The IOC shall make budget recommendations to the President for each fiscal year. All recommendations shall flow from the division, department, council, group, or body through their respective IOC member. These recommendations shall be made only after consideration of projected revenues, input from each department, and the determination that recommendations comply with the Institutional Strategic Plan.
  2. The Executive Vice President for Business and Finance (EVPBF) compiles the information for consideration by the IOC. The April IOC meeting will include a review of the summary of the proposed unrestricted budget for the next fiscal year.

VI. INSTITUTIONAL STRATEGIC PLANNING AND INSTITUTIONAL EFFECTIVENESS

  1. In order to ensure alignment of any budget recommendations with the college’s strategic plan, the IOC will formulate goals and objectives for Motlow State’s Strategic Plan within the framework established by TBR.
    1. The IOC will meet at least annually in an institutional strategic planning meeting to review and revise the college’s mission statement, as appropriate; the college’s progress toward execution of its Institutional Strategic Plan; and methods to promote institution-wide institutional effectiveness processes, assessment of institutional effectiveness goals; and implementation of improvement measures, as appropriate, to effect a continuous cycle of improvement and mitigate risks.

VII. THE INSTITUTIONAL OVERSIGHT COMMITTEE DOES NOT INVOLVE ITSELF IN

  1. Curriculum issues;
  2. Individual salary, benefits, and reassignment decisions; and
  3. Individual decision and departmental budget decisions.

SOURCES

HISTORY

On March 22, 2016, this policy replaced the following policies:

  1. President’s Council & CQI Process Policy, 6:10:00:01, dated October 23, 2008, Budget Committee Policy, 6:10:00:12, dated January 28, 2009;
  2. On April 26, 2016, this policy replaced the Strategic Planning & Institutional Effectiveness Committee Policy, 6:10:00:08, dated January 28, 2009. On October 12, 2020, this policy replaced the Leadership Council Policy, 6:10:00:01, dated March 22, 2016.
  • Revision history: October 8, 2020; March 10, 2021; December 12, 2023
  • Approved by IOC: September 17, 2021; February 16, 2024
  • President’s Cabinet approved: September 7, 2021; March 5, 2024
  • Effective Date: September 17, 2021; June 6, 2023; March 5, 2024
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