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Access and Diversity Committee: 6:22:00:01

Responsible Officers

  • Executive Director, Diversity, Equity, Inclusion & Compliance
  • Dean of Students

I. PURPOSE

The Access and Diversity Committee (“ADC”) is organized to support Motlow State Community College’s (“Motlow State”) efforts and initiatives to create and cultivate a college community where all can experience a sense of belonging. Providing access and helping a diverse community experience belonging is an institution-wide responsibility. The ADC is charged by Motlow State to support these efforts through the following:

  1. Responsibly administering funds entrusted to the ADC in accordance with institutional and Tennessee Board of Regents (“TBR”) system-wide practices, policies, and guidelines;
  2. Creating and supporting professional development, co-curricular, and extracurricular activities related to building a Motlow State culture where students and staff of diverse backgrounds can experience belonging;
  3. Adding to the body of resources related to access and diversity for Motlow State;
  4. Promoting recruitment, engagement, and retention of diverse populations in institutional initiatives and committees;
  5. Serving as an advocacy group for equity and inclusion across Motlow State;
  6. Serving as an advisory body for the institution on matters related to access and diversity; and
  7. Ensuring this body is represented in budget considerations through collaboration with Executives, President’s Cabinet, and the Institutional Oversight Committee (“IOC”) for annual budget development.
    1. The Dean of Students (“DOS”), or their designee, shall be responsible for monitoring functions specific to student-related funds.
    2. The Executive Director of Diversity, Equity, Inclusion, & Compliance (“EDDEI&C”), or their designee, shall be responsible for monitoring functions outside the scope of the DOS.

II. DEFINITIONS

    1. Diversity – As defined by the Southern Association of Colleges and Schools Commission on Colleges (“SACSCOC”), diversity is a “variety of differences, including but not limited to race, ethnicity, age, sex/gender identity, sexual orientation, ability, culture, religious beliefs, political views, family status, educational background, profession, and socioeconomic status.”
    2. Equity – As defined by SACSCOC, equity is the “process of ensuring freedom from bias or favoritism such that all individuals can achieve their full potential; a measure of achievement, fairness, and opportunity for all in education.”
    3. Inclusion – As defined by SACSCOC, inclusion is a “process of improving participation for all, including those who are disadvantaged on the basis of age, sex, disability, race, ethnicity, origin, religion, economics, or any other status or difference.”
    4. Belonging – The feeling of security and support when there is a sense of acceptance, inclusion, and identity for a member of a certain group. It is when an individual can be their authentic self.
    5. Quorum – For the purposes of this policy, a quorum shall be defined at all meetings as two-thirds of voting members necessary for the transaction of business. The actions of this quorum of the voting members of the ADC present at any meeting shall be the action of the ADC, except as may be otherwise provided by policy.

III. MEMBERSHIP

    1. Voting membership of this committee comes from the following:
      1. Ex-officio members – this category includes members who are members of the committee due to their role within the institution. All ex-officio members are voting members unless otherwise specified.
        1. The EDDEI&C (Co-chair);
        2. DOS (Co-chair);
        3. Executive Director of Community Relations;
        4. Executive Director of Human Resources;
        5. Director of Disability and Counseling Services;
        6. Administrator over the Athletics unit;
        7. Veterans Affairs Coordinator; and
        8. Support roles hired or enlisted by the committee for specific functions (e.g., all those who are receiving stipends or compensation to support ADC programming and activities).
      2. Subject Matter Experts (“SMEs”) – as SMEs emerge within the personnel at Motlow State, either of the co-chairs of this body or the President may recruit these faculty or staff members to be proposed as voting members of the ADC. SMEs who are proposed for membership shall be voted upon by the active voting members of the committee. New members of the committee shall be confirmed by a quorum of votes by the active membership.
        1. Other voting members of the ADC may recommend SMEs to the co-chairs for consideration.
        2. Addition of SMEs will be captured in the written records of this body and announced to the current membership.
        3. The voting members of this body may recommend potential SMEs to the co-chairs.
        4. SMEs should be officially noted as part of the voting membership via memorandum from the co-chairs or the President of Motlow State.
        5. Faculty may be nominated by Faculty Council, recruited by current committee members, or they may apply for membership via written request.
      3. Fellows – faculty and staff who are recognized as a fellow from the following programs may join the ADC as a voting member. Intention for membership should be formalized by submission of digital written communication to the co-chairs of the ADC.
        1. Maxine Smith Fellows Program;
        2. National Inclusive Excellence Leadership Academy (“NIXLA”) Fellows; and
        3. Participants from other programs related to access and diversity may request to be considered for membership by submitting a request to the ADC that includes how the fellowship relates to the ADC’s purposes.
      4. Applicants – Faculty or staff members at Motlow State who wish to be a part of the ADC may apply by submitting a request to join via email to the co-chairs. Applicants should include a list of past experience and special training that qualifies the applicant to be a voting member of this committee.
        1. Applicants for membership will be considered by the voting membership at the first business meeting of each full semester. Applicants for membership shall be voted upon by the active voting members of the committee. New members to the committee shall be confirmed by a quorum of voting members within the active membership.
        2. A vote to exclude an applicant can be vetoed by the co-chairs or the President in order for group bias not to create exclusionary practices.
    2. Non-voting members and guests may be recruited, appointed, or apply for inclusion. This is to allow for the following:
      1. Inclusion of personnel with functions necessary to complete committee business but without subject matter knowledge related to the purpose of the committee;
      2. Inclusion of early career professionals seeking more personal and professional growth related to the purpose of the committee;
      3. Collaboration with parties beyond faculty and staff at Motlow State;
      4. The ability of the committee to work with students and/or the greater community on projects and initiatives; and
      5. The co-chairs may determine certain roles on the committee should be non-voting to prevent potential conflict of interest.

IV. MEETINGS

  1. In accordance with Motlow State Committee Appointments and Routines Policy 6:10:00:00, the ADC shall:
    1. Meet regularly as defined by the committee.
      1. Regular meetings will occur at least twice per full semester.
    2. Publicly announce meeting dates.
    3. Encourage any interested faculty or staff member to attend any committee meeting.
    4. Establish a quorum during ADC meetings in order to conduct business. If no quorum can be established, the ADC may convene for the purpose of receiving information. If the ADC convenes in the absence of a quorum and a quorum is later established during the meeting, the ADC may then conduct business.
    5. Designate a proxy for any ADC member who is unable to attend an ADC meeting. Those attending as a proxy for a voting member must be identified in the official minutes.
      1. Voting members who cannot attend or name a proxy may submit votes electronically to the co-chairs or a designee. Unless otherwise stated, a turnaround period of 48 hours will be given for those who are submitting electronic votes as a result of non-attendance.
    6. Form special subcommittees for the good of the order:
      1. Standing subcommittees (e.g., scholarship funding, etc.);
      2. Ad hoc subcommittees under the leadership of the co-chairs may be formed for special events or initiatives;
      3. All subcommittees will follow the quorum established by the ADC.
    7. Faculty and staff members are encouraged to present pertinent items of business for any ADC agenda.
      1. All items should be submitted in written form and presented to the co-chairs or any ADC member within five (5) business days before the scheduled meeting date;
      2. The faculty or staff member may be invited to attend the meeting at which that faculty or staff member’s item of business is to be discussed;
      3. When a proposed item of business is considered inappropriate for committee action, the faculty or staff member will receive a response from the ADC co-chairs.
    8. A secretary/record keeper will be designated by the ADC.
      1. The secretary is responsible for recording the minutes at all official meetings of the standing committees and to distribute such minutes to faculty and staff where pertinent;
      2. The secretary will work with External Affairs to ensure the ADC is listed on the Motlow State website; and
      3. The secretary will ensure the final approved minutes of all meetings will be forwarded to the Webmaster for posting.
        1. Digital and electronic votes in between regular meetings should be read into the minutes at the next regular meeting and attached for records retention purposes.

EXHIBITS AND SOURCES

  • SACSCOC’s Positions Statement on Diversity, Equity, and Inclusion
  • Motlow State Community College Policy 6:10:00:00

HISTORY

  • Access and Diversity Committee Approved: September 21, 2022
  • President’s Cabinet Approved: October 11, 2022
  • Institutional Oversight Committee Approved: November 1, 2022
  • Effective Date/Approved: November 1, 2022
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