ADMINISTRATIVE PROCEDURE 1.7-P                                                     

Title & #: College Advisory Council Procedure - 1.7-P

Executive Sponsor: KCTCS President

Date Effective: 07/06/2026

Supersedes Version: N/A



College Advisory Council Procedure		 
 

INDEX

REASON FOR PROCEDURE
PROCEDURE APPLICABILITY
PROCEDURE STATEMENT
RESPONSIBILITIES
RELATED INFORMATION
FORMS
REVIEW AND REVISION HISTORY

 

I.   Reason for Procedure

This procedure establishes standardized operational processes for implementing the KCTCS Policy on College Advisory Councils. It provides consistent guidance for:
  • Formation and administration of College Advisory Councils (CACs)
  • Nomination, appointment, and election of members
  • Council operations, meetings, and governance activities
  • Compliance with conflict-of-interest and eligibility requirements
This procedure ensures alignment with KCTCS governance authority and the advisory role of CACs while maintaining consistency across all colleges. It ensures CACs function effectively in their advisory role while aligning with system governance, promoting accountability, and supporting institutional goals. Standardized procedures also enhance transparency and enable CACs to provide meaningful input that advances student success and community engagement.
 

II. Procedure Applicability

This procedure applies to:
  • All KCTCS colleges
  • College Chancellors and college administrative offices
  • Faculty, staff, and student bodies participating in CAC elections
  • Individuals nominated or selected to serve on CACs
  • The KCTCS President and System Office staff supporting CAC operations
  III. Procedure Statement
Nomination and Selection of Initial Appointed Members
The respective College Chancellor shall submit at least seven (7) names to the KCTCS President’s Office for nomination to the College Advisory Council within thirty (30) calendar days of the effective date of the corresponding policy. Each College Chancellor will recommend an initial term for each nominee as part of the initial nomination to ensure that terms are staggered. The KCTCS President will determine the initial length of service of each nominee to ensure each College Advisory Council has staggered terms.

Elections
The College Chancellor shall be responsible for managing the elections for the faculty, staff, and student members of the College Advisory Councils. The College Chancellor may designate an Election Coordinator to manage nominations, voting, and certification.

Timeline
Elections must occur prior to the first CAC meeting of the academic year. The sequence of elections shall be as follows:
    1. Call for nominations
    2. Eligibility verification including the completion of the KCTCS Conflict of Interest form
    3. Voting
    4. Results certification
Voting
Faculty, staff, and students will vote with their respective constituency for their member representative. Individuals wishing to be on the ballot must inform the College Chancellor or designated Election Coordinator. All service is voluntary and an individual cannot be on the ballot without their consent. Each College must notify all faculty, staff, and students of the eligible candidates prior to the election. There shall be one vote per voter. Voting is confidential and restricted to those eligible to vote.

Results
Results are certified by the College Chancellor. The College Chancellor will then inform the elected members, the campus constituencies, and the KCTCS System Office. The individual who receives the second-highest number of votes will serve as the alternate. If there is a tie, the College will conduct a runoff election between the top two vote recipients.

Documentation
Each College Chancellor or designee is responsible for maintaining the documentation related to the College Advisory Council. This includes the bylaws, minutes, agendas, forms, voting and nomination records, and any other documents related to the Councils per the applicable records retention requirements.

Bylaws
Each College Advisory Council will adopt its own bylaws. The bylaws must be reviewed and updated every three (3) years consistent with KCTCS policy. Each bylaw must contain a section regarding the attendance requirements of council members.
 

IV. Responsibilities

KCTCS President
  • Appoints CAC members
  • Makes final decisions regarding Chancellor selection and evaluation
  • Removes CAC members when necessary
Senior Vice President for External Affairs
  • Reviews all Conflict of Interest forms and confirms eligibility to serve
  • Manages the nomination process for all appointed members
College Chancellor
  • Recruits and submits nominees
  • Oversees elections and CAC operations
  • Ensures procedural compliance
College Advisory Council Members
  • Participate in meetings and activities
  • Provide advisory input and recommendations
  • Maintain compliance with eligibility and conflict-of-interest requirements
  V. Related Information
College Advisory Council Policy
Sample College Advisory Council Bylaws
KCTCS Conflict of Interest and Commitment Policy
Conflict of Interest Disclosure Form
 

VI. Forms

Conflict of Interest Disclosure Form
 

VII. Review and Revision History

Original Adoption – July 6, 2026.

Next Scheduled Revision, on or before July 6, 2029.