G. Executive Committee 9:00 a.m. (ET), March 15, 2018 Conference Room 102B KCTCS System Office Versailles, Kentucky

Transcription

1 G. Executive Committee 9:00 a.m. (ET), March 15, 2018 Conference Room 102B KCTCS System Office Versailles, Kentucky Call to Order Page Roll Call Approval Minutes Approval of November 30, 2017, Meeting Minutes Information: KCTCS Board of Regents 2019 Regular Meeting Calendar Information: Proposed KCTCS Board of Regents Bylaws Revision Board Evaluation Information: KCTCS President Annual Performance Review Process Information: Proposed Policy Revision KCTCS Board of Regent Policy 2.8 KCTCS Employee Separation Update: 2018 Legislative Session Next Meeting June 14, 2018 Adjournment *Start time will be upon conclusion of the preceding event. 23

2 24

3 DRAFT Committee Members Present: MINUTES KCTCS Board of Regents Executive Committee Meeting November 30, 2017 Ms. Marcia L. Roth, Committee Chair Dr. Gail R. Henson, Committee Vice Chair Ms. Lisa Desmarais Dr. Angela Fultz Mr. Barry K. Martin Ms. Tammy C. Thompson Mr. Porter G. Peeples, Sr. CALL TO ORDER Committee Chair Marcia L. Roth called to order the meeting of the Kentucky Community and Technical College System Board of Regents Executive Committee at 10:01 a.m. (ET) on November 30, The meeting was held in Conference Room 102B of the KCTCS System Office in Versailles, Kentucky. The press was notified of the meeting on November 22, Hon. Michael Murray, KCTCS General Counsel, served as parliamentarian. There being a quorum present, the meeting began with the approval of minutes. APPROVAL OF MINUTES ADDITIONS OR CHANGES TO THE AGENDA UPDATE: 2018 KCTCS LEGISLATIVE SESSION Chair Roth asked if there were any corrections to the September 14, 2017, minutes presented in the meeting materials. There being none, the minutes were declared approved as presented. There were no changes or additions to the agenda. Chair Roth called on KCTCS President Jay K. Box to present the item. Governmental Affairs Specialist Brian Perry assisted with the presentation. President Box presented the 2018 Legislative Session Update handout to the Committee. President Box shared that the 2018 Kentucky General Assembly session in a biennial budget session. There is little to no money expected to be appropriated to higher education, given the current pension crisis. The Governor has released a proposed pension plan, but a special session has not been set. A special session is becoming less likely with the holidays looming, but the Governor remains adamant one will occur before January. Several Republicans have expressed concern about the proposal and said they will not vote for it as written. It was noted that House Speaker Jeff Hoover has stepped down from his leadership position, but did not resign his seat. There may be other leadership changes in the coming weeks. 25

4 DRAFT President Box shared that a new chair was named for the Senate Education Committee, Senator Max Wise. It was noted that House Education Chair Bam Carney has mentioned the possibility of conducting an external study regarding KCTCS, in conjunction with the twenty-year milestone of passing 1997 s House Bill 1, the Postsecondary Education Improvement Act, which created KCTCS. The study could be conducted during the session or the interim, as no details have been established at this point. It was noted that on December 13, 2017 a legislative training session will be held at the System Office for college presidents and two staff members per college. Chair Roth called for discussion. There being none, she moved to the next agenda item. NEXT MEETING ADJOURNMENT 03/15/18 Date Approved by the Executive Committee The next regular meeting of the KCTCS Board of Regents Executive Committee is scheduled for March 15, 2018, at the KCTCS System Office, Versailles, Kentucky. Dr. Fultz moved and Ms. Desmarais seconded that the Executive Committee adjourn. VOTE: The motion was approved unanimously, and the Executive Committee adjourned at 10:17 a.m. (ET). Marcia L. Roth, Chair KCTCS Board of Regents Tammy C. Thompson, Secretary KCTCS Board of Regents Jay K. Box, Ed.D. KCTCS President 26

5 INFORMATION: KCTCS BOARD OF REGENTS Agenda Item G REGULAR MEETING CALENDAR March 16, 2018 Pursuant to statute and the Board Bylaws, the following 2019 regular meeting dates are proposed: March 14-15, 2019 June 13-14, 2019 September 19-20, 2019 December 5-6, 2019 Regents are asked to review their calendars and let staff know by April 29, 2018, whether their schedules permit attendance on the proposed 2019 meeting dates. The KCTCS Board of Regents will adopt its 2019 regular meeting calendar at its June 2018 meeting. Background According to Kentucky Revised Statute (KRS) , the KCTCS Board of Regents is mandated to meet quarterly. The Board has complied with this mandate since its inception. Additionally, the Board has held special meetings as necessary under the conditions set forth in Section 4 of the KCTCS Board of Regents Bylaws. 27

6 28

7 INFORMATION: PROPOSED KCTCS BOARD OF REGENTS BYLAWS Agenda Item G-2 REVISION BOARD EVALUATION March 16, 2018 Proposed edits to the KCTCS Board of Regents Bylaws are presented for discussion and consideration by the Board. The proposed revisions include an inclusion of a statement to comply with Southern Association of Colleges and Schools Commission on Colleges (SACSCOC) 2018 Principles of Accreditation: Foundations for Quality Enhancement Comprehensive Standard 4.2.g: The governing board defines and regularly evaluates its responsibilities and expectations. (Board Evaluation.) Comprehensive Standard 4.2.g was approved by the College Delegate Assembly at the 2017 SACSCOC Annual Meeting held December 2-5, 2017 in Dallas, Texas and became effective January 1, Pursuant to Comprehensive Standard 4.2.g, governing boards are now expected conduct board evaluations periodically. Attachment A, Agenda Item G-2 (strikethrough version) and Attachment B, Agenda Item G-2 (as it will appear version) reflect these revisions. The last revision to the bylaws was approved on June 9, A summary of the edits are listed below. Section Ten: Committees Efficiency, Effectiveness, and Accountability Committee. Add that the Committee s responsibility shall be to evaluate the Board s effectiveness and performance. Specify that the Committee will meet at least annually to review Board evaluations and report the findings. Background KCTCS Board of Regents Bylaws Section 14 Amendments states that any provisions of the Board s bylaws (except those required or governed by the Kentucky Revised Statutes) may be amended or new provisions added by two thirds (2/3) of the cast votes of a quorum of the Board. Amendments or new provisions to the Board s Bylaws must be introduced at a preceding regular or special meeting of the Board. 29

8 KCTCS BOARD OF REGENTS BYLAWS Approved 06/09/17 30

9 STRIKETHROUGH VERSION Attachment A, Agenda Item G-2 KCTCS BOARD OF REGENTS BYLAWS Approved 06/09/17 Section Ten: Committees 10.1 Committees. The Board may organize standing committees and refer matters to them. The Chair may establish special committees and prescribe their duties Standing Committees. Standing committees shall follow these policies, practices, and procedures: Membership on these committees is restricted to KCTCS Board members with KCTCS staff assigned by the KCTCS President to assist the committee. The KCTCS Board Chair shall appoint members to all committees unless membership is directed by statute or KCTCS Board of Regents Policy. The KCTCS Board Chair shall appoint all committee chairs. The KCTCS Board Chair shall be an ex officio, voting member of all standing committees unless otherwise indicated by KCTCS Board of Regents action. All standing committee meetings, regularly scheduled or special, shall be open to the public unless the matter(s) under discussion meets the exceptions contained in KRS As a condition for conducting closed session standing committee meetings, all requirements contained in and consistent with KRS Chapter 61 shall be met. The standing committee s regular meetings shall be in conjunction with the KCTCS Board of Regents regular meetings insofar as possible or unless otherwise stated in statute or the KCTCS Board of Regents Bylaws. The schedule and agenda of regular standing committee meetings shall be made available to the public through release to the press by written or electronic means pursuant to statute. The committee chair may call a special meeting when such a meeting is necessary. The committee chair shall fix the place of the special meetings and the times they are scheduled. Notice of all meetings shall comply with current statutory requirements and KCTCS Board of Regents Bylaws Section Distribution. The agenda and supporting materials for a regularly scheduled committee meeting shall, to the extent possible, be available to members at least seven days prior to the meeting. Minutes of all committee meetings shall be recorded and shall accurately record the deliberations of the committee and all actions taken. A quorum shall be required to organize and conduct business and shall be a majority of the membership of the committee. 31

10 KCTCS BOARD OF REGENTS BYLAWS An affirmative vote of a majority of the members present shall be required to carry all propositions; when conducting a vote, each committee member shall cast a full-vote or halfvote depending upon statute (KRS ). All standing committees shall conduct their business following Robert s Rules of Order (newly revised edition). A committee chair may recognize a non-board-member speaker. The committees shall report any actions taken to the KCTCS Board at its next regular meeting. Committee actions are advisory only. Approved 06/09/ Academic Affairs and Curriculum Committee. The Academic Affairs and Curriculum Committee will be responsible for setting policy related to creating and maintaining the highest level of quality, public accountability, and institutional effectiveness at KCTCS colleges pertaining to educational and training offerings and student services under the auspices of KCTCS. Specifically, the Committee shall advise KCTCS and recommend action on policies related to these areas: 1) existing and proposed academic and technical offerings, including approval of new certificate, diploma, and degree programs and the assessment and evaluation of existing programs; Distance Learning ; and inter-institutional collaboration; 2) workforce development, including the Council on Postsecondary Education, Regional Advisory Groups, and community/institution partnerships; 3) student services; 4) transfer issues, including transition from high school to postsecondary institution concerns, articulation agreements, and admissions and remediation requirements; 5) professional or specialized accreditation; 6) institutional (SACS) accreditation; and 7) institutional effectiveness, with respect to institutional research, student assessment efforts, and the Council on Postsecondary Education s new academic program eligibility based on equal educational opportunities objectives as governed by KRS (19) Finance, Technology, and Human Resources Committee. The purpose of the Finance, Technology, and Human Resources Committee is to recommend policies that create and maintain the highest level of quality, public accountability, and institutional effectiveness pertaining to all matters related to finance, facilities, construction, human resources, and technology. Specifically, the Committee s responsibility shall be to advise KCTCS and recommend action on policies related to the following areas: 1) budget, including development, administration, and review; 2) financial policies, including audit review, financial compliance, and salaries; 3) facilities, including construction, technological infrastructure; 4) human resources; 5) the Workforce Development Trust Fund; 6) capital fund drives/development, 7) donations of land and funds, including commemorating memorials, and 8) federal grants, where deemed appropriate. 32

11 KCTCS BOARD OF REGENTS BYLAWS Approved 06/09/ Executive Committee. The Executive Committee shall be responsible for all matters related to the overall administration of KCTCS. Specifically, the Executive Committee shall advise KCTCS and recommend action on policies related to creating and maintaining the highest level of quality, public accountability, and institutional effectiveness at KCTCS colleges as it pertains to the following areas: 1) ensuring that the System s strategic planning process is completed, including institutional missions and plans, the KCTCS strategic plan, and the statewide strategic agenda; 2) organizational issues, including presidential evaluation and searches, bylaws, and policies; 3) legislative issues; 4) naming opportunities for colleges, campuses, and buildings and local boards of directors; and 5) institutional effectiveness, including the CPE accountability program and benchmarks Efficiency, Effectiveness, and Accountability Committee. The purpose of the Efficiency, Effectiveness, and Accountability Committee is to recommend policies related to creating and maintaining the highest level of quality, public accountability, and institutional effectiveness at KCTCS colleges. Specifically, the Committee s responsibility shall be to advise KCTCS, and recommend action on policies related to accountability, and evaluate the Board s effectiveness and performance.. The Committee shall operate as a committee of the whole and will meet at least annually to review the System s accountability reports, and recommend accountability goals for the upcoming year, and review Board evaluations and report the findings.. July 21, /9/17 Date Adopted by Date of Last Review KCTCS Board of Regents 1/14/98; 5/20/98; 12/3/99; 2/25/00; 6/29/01; 4/26/02; 6/28/02; 12/06/02; 12/5/03; 12/3/04; 6/10/05; 3/10/06; 9/15/06; 6/15/07; 12/07/07; 3/12/10; 3/16/12; 9/21/12; 12/4/15; Dates of Revisions SIGNED COPY ON FILE 6/9/17 Marcia L. Roth, Chair Date Board of Regents 33

12 34

13 Attachment B, Agenda Item G-2 KCTCS BOARD OF REGENTS BYLAWS AS IT WILL APPEAR VERSION Section Ten: Committees 10.1 Committees. The Board may organize standing committees and refer matters to them. The Chair may establish special committees and prescribe their duties Standing Committees. Standing committees shall follow these policies, practices, and procedures: Membership on these committees is restricted to KCTCS Board members with KCTCS staff assigned by the KCTCS President to assist the committee. The KCTCS Board Chair shall appoint members to all committees unless membership is directed by statute or KCTCS Board of Regents Policy. The KCTCS Board Chair shall appoint all committee chairs. The KCTCS Board Chair shall be an ex officio, voting member of all standing committees unless otherwise indicated by KCTCS Board of Regents action. All standing committee meetings, regularly scheduled or special, shall be open to the public unless the matter(s) under discussion meets the exceptions contained in KRS As a condition for conducting closed session standing committee meetings, all requirements contained in and consistent with KRS Chapter 61 shall be met. The standing committee s regular meetings shall be in conjunction with the KCTCS Board of Regents regular meetings insofar as possible or unless otherwise stated in statute or the KCTCS Board of Regents Bylaws. The schedule and agenda of regular standing committee meetings shall be made available to the public through release to the press by written or electronic means pursuant to statute. The committee chair may call a special meeting when such a meeting is necessary. The committee chair shall fix the place of the special meetings and the times they are scheduled. Notice of all meetings shall comply with current statutory requirements and KCTCS Board of Regents Bylaws Section Distribution. The agenda and supporting materials for a regularly scheduled committee meeting shall, to the extent possible, be available to members at least seven days prior to the meeting. Minutes of all committee meetings shall be recorded and shall accurately record the deliberations of the committee and all actions taken. A quorum shall be required to organize and conduct business and shall be a majority of the membership of the committee. 35

14 KCTCS BOARD OF REGENTS BYLAWS An affirmative vote of a majority of the members present shall be required to carry all propositions; when conducting a vote, each committee member shall cast a full-vote or halfvote depending upon statute (KRS ). All standing committees shall conduct their business following Robert s Rules of Order (newly revised edition). A committee chair may recognize a non-board-member speaker. The committees shall report any actions taken to the KCTCS Board at its next regular meeting. Committee actions are advisory only Academic Affairs and Curriculum Committee. The Academic Affairs and Curriculum Committee will be responsible for setting policy related to creating and maintaining the highest level of quality, public accountability, and institutional effectiveness at KCTCS colleges pertaining to educational and training offerings and student services under the auspices of KCTCS. Specifically, the Committee shall advise KCTCS and recommend action on policies related to these areas: 1) existing and proposed academic and technical offerings, including approval of new certificate, diploma, and degree programs and the assessment and evaluation of existing programs; Distance Learning ; and inter-institutional collaboration; 2) workforce development, including the Council on Postsecondary Education, Regional Advisory Groups, and community/institution partnerships; 3) student services; 4) transfer issues, including transition from high school to postsecondary institution concerns, articulation agreements, and admissions and remediation requirements; 5) professional or specialized accreditation; 6) institutional (SACS) accreditation; and 7) institutional effectiveness, with respect to institutional research, student assessment efforts, and the Council on Postsecondary Education s new academic program eligibility based on equal educational opportunities objectives as governed by KRS (19) Finance, Technology, and Human Resources Committee. The purpose of the Finance, Technology, and Human Resources Committee is to recommend policies that create and maintain the highest level of quality, public accountability, and institutional effectiveness pertaining to all matters related to finance, facilities, construction, human resources, and technology. Specifically, the Committee s responsibility shall be to advise KCTCS and recommend action on policies related to the following areas: 1) budget, including development, administration, and review; 2) financial policies, including audit review, financial compliance, and salaries; 3) facilities, including construction, technological infrastructure; 4) human resources; 5) the Workforce Development Trust Fund; 6) capital fund drives/development, 7) donations of land and funds, including commemorating memorials, and 8) federal grants, where deemed appropriate Executive Committee. The Executive Committee shall be responsible for all matters related to the overall administration of KCTCS. Specifically, the Executive Committee shall advise KCTCS and recommend action on policies related to creating and maintaining the highest level of quality, public accountability, and institutional effectiveness at KCTCS colleges as it pertains to the following areas: 1) ensuring that the System s strategic planning process is completed, including institutional missions and plans, the KCTCS strategic plan, and the statewide strategic agenda; 2) organizational issues, including presidential evaluation and searches, bylaws, and 36

15 KCTCS BOARD OF REGENTS BYLAWS policies; 3) legislative issues; 4) naming opportunities for colleges, campuses, and buildings and local boards of directors; and 5) institutional effectiveness, including the CPE accountability program and benchmarks Efficiency, Effectiveness, and Accountability Committee. The purpose of the Efficiency, Effectiveness, and Accountability Committee is to recommend policies related to creating and maintaining the highest level of quality, public accountability, and institutional effectiveness at KCTCS colleges. Specifically, the Committee s responsibility shall be to advise KCTCS, recommend action on policies related to accountability, and evaluate the Board s effectiveness and performance. The Committee shall operate as a committee of the whole and will meet at least annually to review the System s accountability reports, recommend accountability goals for the upcoming year, and review Board evaluations and report the findings. July 21, /16/18 Date Adopted by Date of Last Review KCTCS Board of Regents 1/14/98; 5/20/98; 12/3/99; 2/25/00; 6/29/01; 4/26/02; 6/28/02; 12/06/02; 12/5/03; 12/3/04; 6/10/05; 3/10/06; 9/15/06; 6/15/07; 12/07/07; 3/12/10; 3/16/12; 9/21/12; 12/4/15; 6/9/17 Dates of Revisions Marcia L. Roth, Chair Board of Regents 3/16/18 Date 37

16 38

17 INFORMATION: KCTCS PRESIDENT ANNUAL Agenda Item G-3 PERFORMANCE REVIEW PROCESS March 16, 2018 At the March 15-16, 2018, meetings, President Box will discuss the President s Annual Performance Review Process and present his accomplishments thus far for that were distributed to the Board of Regents on March 2, Before mid-may, President Box will finalize his accomplishments for the evaluation period and provide them to the Board of Regents to conduct the performance review at the June 14-15, 2018, Board of Regents meeting. Background KCTCS Board of Regents Policy 2.5 KCTCS President s Performance Review states: The purpose of the President s annual performance review is to assess the individual performance of the President, the effectiveness of the President s leadership of the System, and the President s commitment to the progress of the System. The performance review shall include the following elements: 1. An established performance review period; 2. An established performance review schedule that indicates the manner and timeline for the presentation of performance and assessment data; 3. The President s assessment of his or her accomplishments, progress in established performance objectives, and satisfaction of job duties and responsibilities; and 4. The Board s assessment of the President s accomplishments, progress in established performance objectives, and satisfaction of job duties and responsibilities. The Board of Regents shall establish process and procedure for implementing the requirements of this policy. At the September 2017 KCTCS Board of Regents meetings, the Board approved President Box s Goals and Objectives for the performance review period (Attachment A, Agenda Item G-3). This Goals and Objectives document includes a performance review timeline for the presentation of accomplishments of his goals and objectives and the Board s assessment of these accomplishments. 39

18 40

19 Attachment A, Agenda Item G GOALS AND OBJECTIVES KCTCS PRESIDENT JAY K. BOX PERFORMANCE REVIEW TIMELINE August 2017: Dr. Box submits to Chair Roth a draft of his Goals and Objectives for this evaluation period. September 2017: Board Executive Committee receives Dr. Box s Goals and Objectives. The Executive Committee votes to recommend to the full Board the approval of Dr. Box s Goals and Objectives. Full Board takes action on the Executive Committee s recommendations. March 2018: Dr. Box presents to Board his accomplishments so far. Between the March meeting and the middle of May, Dr. Box will submit to the Board a final report reflecting his accomplishments for the evaluation period. Mid-May 2018: Chair Roth distributes to the full Board the presidential evaluation form and sets a deadline for the return of the evaluation form to her. Before June 2018 Board Meeting: Chair Roth will meet with Dr. Box to discuss the evaluation results. June 2018 Board Meeting: The Board will take action on the evaluation of Dr. Box. Any revisions to Dr. Box s contract will be discussed and approved at that meeting. September 2018: Dr. Box will present his Goals and Objectives to the Board for approval. 41

20 OVERARCHING VISION DRIVERS FOR The vision for KCTCS is to be a world-class system of colleges educating Kentucky s globally competitive workforce. For that vision to become the reality, we need to drive understanding and responsiveness with all stakeholders and foster a culture that encourages innovation, entrepreneurial thought and a performance mindset. All of which is contingent upon sound strategic relationship management at all levels. The following goals and objectives were designed to drive our efforts toward attaining our vision for KCTCS. GOALS AND OBJECTIVES Goal I: Institutional Leadership/Management: Engage internal and external constituents to drive understanding of and improve responsiveness for the current and future needs of the Commonwealth. Objective 1: Advance efforts to address the training needs of employers by continuing the process of infusing soft skills throughout the KCTCS curriculum. Objective 2: Continue implementation of the centralized financial aid processing center to improve efficiencies and standardizations across the System. Objective3: Engage the colleges in resource development assessment/audit to increase fundraising capacity, engage alumni, and prepare the System for a future major gifts campaign. Objective 4: Expand professional development opportunities for college presidents. Objective 5: Expand Cabinet outreach and communications to the PLT in order to strengthen relationships and increase collaboration and accountability. 42

21 Goal II: Educational Leadership/Internal Relations: Bring innovation to the System by advancing Systemwide initiatives grounded in entrepreneurial spirit and a performance culture. Objective 1: Design and implement entrepreneurial and innovative educational programs and services that recruit, retain, and graduate adult learners. Objective 2: Expand dual credit enrollment that results in high school graduates matriculating to KCTCS or four-year universities, or entering directly into the workforce. Objective 3: Engage and support the colleges in achieving Strategic Enrollment Management goals with an intentional focus on increasing enrollment of non-traditional students. Objective 4: Implement and promote the new Systemwide funding distribution model (i.e., Performance Funding Model) that drives efficiencies and rewards productivity. Goal III: External Relations: Advocate for the System at the local, regional, state, and national levels. Objective 1: Develop a new statewide promotional and advocacy campaign to celebrate KCTCS s 20 years of progressive success in the Commonwealth while repositioning KCTCS as the key postsecondary institution in enhancing the lives of Kentucky citizens and improving the economies of local communities. Objective 2: Promote KCTCS student recognition in order to attract and celebrate a diverse student body. Objective 3: Meet with the Kentucky Congressional delegation, the Governor and his administration, key state legislators, and CPE leadership to advocate for educational issues related to KCTCS. Objective 4: Expand participation in and relationship with state and national organizations to increase awareness of and advocacy for KCTCS. 43

22 Goal IV: Board and Governance Relations: Enhance Board/President relations. Objective 1: Expand opportunities for members of the Board of Regents to engage and to assist with advocating for KCTCS to state and local officials, business and industry leaders, and other stakeholders. Objective 2: Conduct Board workshops and provide other professional development opportunities that address relevant topics which enhance the Board s ability to perform their governance duties. Objective 3: Develop an ongoing communication mechanism that allows for progress updates and continuous Board feedback on my Goals and Objectives. Goal V: Special Priorities: Objective 1: Promote the importance of Academic Advising and Career Services at the colleges and work towards expanding career development/job placement services across the Commonwealth. Objective 2: Enhance the work environment of the System Office and the colleges to promote the recruitment and retention of quality employees. Objective 3: Promote Systemwide understanding of governance, policy, and compliance through workshops and communications. Objective 4: Work with college presidents to address the colleges current student loan Cohort Default Rate to bring closer alignment with the national average. 44

23 INFORMATION: PROPOSED POLICY REVISION KCTCS BOARD OF REGENTS POLICY 2.8 Agenda Item G-4 KCTCS EMPLOYEE SEPARATION March 16, 2018 At the KCTCS Board of Regents meeting, President Jay K. Box will present the proposed policy revision of KCTCS Board of Regents Policy 2.8 KCTCS Employee Separation as presented in the agenda materials. (See Attachment A, Agenda Item G-4.) Rationale In order to be able to respond to the changing nature and levels of funding and community demand for programs, KCTCS needs to enact policies to permit large or small scale changes in the workforce. Background The nature of higher education is changing, and KCTCS must be able to adapt in response to those changes. In order to do so, the KCTCS President and the College Presidents will be required to make difficult decisions regarding the investment of workforce resources. Enacting policies and procedures to address the need to change programmatic emphasis, which may require changing the size, location, and nature of the KCTCS workforce, allows the administration to better serve its students and communities. 45

24 46

25 Attachment A, Agenda Item G-4 KCTCS BOARD OF REGENTS POLICIES STRIKETHROUGH VERSION 2.8 KCTCS Employee Separation At times, it may be necessary for KCTCS or individual employees to initiate a separation of their employment. In addition to KCTCS policies and procedures, separation actions are governed by the employee s personnel system. To protect the interests of both parties, the KCTCS Board of Regents authorizes the KCTCS President to set forth categories of separation and the policies and procedures related to each category identified below Non-Renewal of Appointment Term contract employment shall end upon the expiration of the stated term as specified in the contract, without additional notice. For initial tenure-track appointments on or after July 1, 2005, notice deadlines for non-renewal of appointment, including subsequent appointments, shall be at least ninety (90) calendar days before the period of appointment ends. For initial tenure-track appointments prior to July 1, 2005, notice deadlines for non-renewal of subsequent appointments shall be as set forth in the initial appointment forms. Colleges shall comply with the minimum standards set forth in KCTCS administrative policies and procedures for the deadlines for providing written notice to inform faculty of non-renewal of appointment Termination and Discipline Employees may be terminated for violations of applicable laws, policies, procedures, and regulations governing KCTCS employees. Employees may be terminated when it becomes prudent or necessary for KCTCS or any part of it to reduce the size of the overall workforce, eliminate programs, or reduce or reorganize an operating unit. Any disciplinary measure taken against Eemployees with faculty tenured employment status, faculty tenure-track employment status, term contract employment status, continued employment status, continuing employment status, and status employment status, are ensured that any disciplinary action taken against an employee, including termination, shall be for just cause and the employee shall have due process rights. Just cause means there is proper and sufficient reason for disciplinary measures. Except in cases of financial emergency, tthe termination of a regular faculty appointment as a disciplinary measure shall, in accordance with KRS , be for reasons of incompetency, neglect of or refusal to perform duties, or for immoral conduct. For regular staff employees just cause includes, but is not limited to, unsatisfactory work performance relative to performance expectations, misconduct, or violations of any of the workplace rules, policies, or regulations contained in the KCTCS Policy Manual or any of the policies, procedures, or regulations applicable to the employee. 47

26 KCTCS BOARD OF REGENTS POLICIES Employees with at will employment status may be terminated with or without cause. The KCTCS President is authorized to promulgate administrative procedures to implement this policy. Appropriate procedures shall be followed to implement a faculty or staff termination as specified in KCTCS Administrative Policies and Procedures regarding termination or reduction in force. The employee s employment status determines the procedures by which a termination shall occur Resignation Employees in all employment status categories shall provide the proper notice of resignation as specified in KCTCS Administrative Policies and Procedures in order to not adversely impact KCTCS operations Retirement Eligible KCTCS employees in all employment status categories may retire in accordance with the applicable retirement plan s policies and procedures. Proper notice of retirement shall be given according to KCTCS Administrative Policies and Procedures and the applicable retirement plan /11/05 4/30/99; 3/11/05 Date Approved by KCTCS Board of Regents Date of Last Review Date of Last Revision (Include all dates in chronological order) (SIGNED) 3/11/05 (SIGNED) 3/11/05 Chair, Board of Regents Date President, KCTCS Date 48

27 Attachment B, Agenda Item G-4 KCTCS BOARD OF REGENTS POLICIES AS IT WILL APPEAR VERSION 2.8 KCTCS Employee Separation At times, it may be necessary for KCTCS or individual employees to initiate a separation of their employment. In addition to KCTCS policies and procedures, separation actions are governed by the employee s personnel system. To protect the interests of both parties, the KCTCS Board of Regents authorizes the KCTCS President to set forth categories of separation and the policies and procedures related to each category identified below Non-Renewal of Appointment Term contract employment shall end upon the expiration of the stated term as specified in the contract, without additional notice. For initial tenure-track appointments on or after July 1, 2005, notice deadlines for non-renewal of appointment, including subsequent appointments, shall be at least ninety (90) calendar days before the period of appointment ends. For initial tenure-track appointments prior to July 1, 2005, notice deadlines for non-renewal of subsequent appointments shall be as set forth in the initial appointment forms. Colleges shall comply with the minimum standards set forth in KCTCS administrative policies and procedures for the deadlines for providing written notice to inform faculty of non-renewal of appointment Termination and Discipline Employees may be terminated for violations of applicable laws, policies, procedures, and regulations governing KCTCS employees. Employees may be terminated when it becomes prudent or necessary for KCTS or any part of it to reduce the size of the overall workforce, eliminate programs, or reduce or reorganize an operating unit. Any disciplinary measure taken against employees with faculty tenured employment status, faculty tenure-track employment status, term contract employment status, continued employment status, continuing employment status, and status employment status shall be for just cause and the employee shall have due process rights. Just cause means there is proper and sufficient reason for disciplinary measures. The termination of a regular faculty appointment as a disciplinary measure shall, in accordance with KRS , be for reasons of incompetency, neglect of or refusal to perform duties, or for immoral conduct. For regular staff employees just cause includes, but is not limited to, unsatisfactory work performance relative to performance expectations, misconduct, or violations of any of the workplace rules, policies, or regulations contained in the KCTCS Policy Manual or any of the policies, procedures, or regulations applicable to the employee. Employees with at will employment status may be terminated with or without cause. 49

28 KCTCS BOARD OF REGENTS POLICIES The KCTCS President is authorized to promulgate administrative procedures to implement this policy. Appropriate procedures shall be followed to implement a faculty or staff termination as specified in KCTCS Administrative Policies and Procedures regarding termination or reduction in force Resignation Employees in all employment status categories shall provide the proper notice of resignation as specified in KCTCS Administrative Policies and Procedures in order to not adversely impact KCTCS operations Retirement Eligible KCTCS employees in all employment status categories may retire in accordance with the applicable retirement plan s policies and procedures. Proper notice of retirement shall be given according to KCTCS Administrative Policies and Procedures and the applicable retirement plan /30/99; 3/11/05 Date Approved by Date of Last Review Date of Last Revision KCTCS Board of Regents (Include all dates in chronological order) Chair, Board of Regents Date President, KCTCS Date 50

29 UPDATE: Agenda Item G LEGISLATIVE SESSION March 16, 2018 At the meeting, KCTCS President Jay K. Box will provide an update on the 2018 Regular Session of the Kentucky General Assembly. The KCTCS Board of Regents Bylaws Section states that The Executive Committee shall be responsible for all matters related to the overall administration of KCTCS. Specifically, the Executive Committee shall advise KCTCS and recommend action on policies related to... legislative issues... 51

30 52