1
Planning, Review and Budget Council
August 20, 2014
Attendees: Connie Willis, Andrew Pierson, Jim Matthews, Heather Hernandez, Trish Shannon, Mireille
Giovanola, Wanda Wong, Carla Walter, Rachael Tupper-Eoff, Sara Parker, Dale Wagoner, Jan Wolford,
Marcia Corcoran, Carolyn Arnold, Jeremy Wilson, Yvonne Wu-Craig, Tim Dave, Jeanne Wilson, Patricia
Molina, Matt Kritscher, Donna Gibson, Vanessa Cormier, Susan Sperling, Stacy Thompson, Jason Ames,
Christine Warda, Mark Stephens
Called to Order at 3:10.
Approval of Minutes: We are searching for the minutes from May 2014.
Welcome and Introductions: Introductions, including Dr. Walters, new dean of Social Science and SOTA.
Attendees: see sign in sheet
Budget: Connie Willis: We would like to use an abbreviated process to allocate funds we are receiving
for this year. Funds can be used instructional classroom use. We’re going to look at old requests that we
didn’t think would fit the criteria, working with the district and the state for additional clarity.
Carolyn: If we approve this, we should take note that we’ve approved an ad hoc process for allocating
past year funding and include it in the minutes.
Motion: We approve an abbreviated allocation process, including a request, for allocating addition
2014-15 and past year funding. This process, forms, and timeline will be communicated to
administrators. (seconded)
Instruction will include an explanation of appropriate requests.
Vote/consensus. All in favor.
Committee Representation. We went through all the committees to see who is here and who is not.
Deonne passed out folders for every committee. The folders contained shared governance information
and forms to assess where we are. Discussion of all committees, representation, and who needs to be
here and who not ensued.
Yvonne: I know that what the shared governance document says and the website don’t agree. Some of
the committees updated their charges, but the updates were not made online. Can we just turn in our
latest one, and use that as our baseline.
2
Deonne: Yes, you can use that, if your committee reviews and concurs. I need to know who the contact
person is. This semester, PRBC will focus on shared governance. I want to work on how we share
information, make recommendations between committees, make recommendations to administration,
and what the relationship between the senates and PRBC is.
We are also currently collecting data on Program Review for use during the shift to Curricunet.
PRBC Priorities: Deonne posted two large post-its to hold the conversation around establishing PRBC
Priorities. One of our biggest priorities is collecting dates so that we can establish an effective campus
calendar.
Sara Parker: What happened to the strategic planning process and initiatives?
Deonne: Where should the strategic plan be revised? Academic Senate or here?
Yvonne: We should examine how that fits with the new master plan
Marcia: Actually, there are four new district committees
Carolyn: That fits with the Master plan, shared governance,
Jim: We need to read the guiding documentation from Accreditation on how we make decisions,
someone needs to review that
Carolyn: We need to continue to track and report on our existing strategic plan goal
Marcia: That includes the initiatives on the back, and things have been implemented. We need to note
what the progress is on various initiatives
Carolyn and Yvonne: We should include evaluative measures/completion
Yvonne: College council versus PRBC versus Senates
Deonne: Susan would like to get to a clarified structure to the Board by October. Minimally, we could
change the date at the bottom of the document, or we could make a substantial revision.
Connie: There’s an option in between those two.
Jim Matthews: We need to talk about what IS a program, and how we evaluate trans-discipline
programs, including GE
Trish: yes, we have to evaluate it, and it has to happen. There are straightforward ways to do it, but it
needs a group of faculty who teach GE to figure out what learning outcome, and what measures.
Matthew: SSSP and Equity work needs to be up there.
Deonne: How do we prioritize this? What could be done this semester versus what could be done next
semester?
Sara: once we prioritize then what?
Deonne: We’ll form into work groups, and meet biweekly.
3
Matthew: We’re on a very tight timeline for SSSP and Equity. We have to present to our board in late
October, because it has to be to the state in November.
Carolyn: Not everyone knows the deadlines, maybe we should share that information
Dates posted.
Committee discussed what we know and when it’s due. First focus, when should Program Review be
done? Late October, early November? We need to review the forms and approve them.
Mireille: SLOAC has reviewed the forms and we don’t think there will be any changes. We will finalize
the first week in September.
Deonne: Who else will work on the forms? We could change the financial spreadsheets which haven’t’
been useful.
Jeanne: Is there any training for those who write the program reviews?
Connie: I am going to offer a workshop on FLEX Day
Susan: We, historically, haven’t had any training for either Deans or faculty in writing Program Review.
We lack in our training.
Christine: There should be a session on preparing program review for our next Flex Day. Volunteers?
(Deans, faculty, Connie, Matthew,
Deonne: There’s also the survey to use.
Faculty Prioritization (Aside): Sara: Is the faculty/classified prioritization process that we used this past
year going to be the same?
Marcia: I think we need to debrief the process.
Jim: We agreed that the processes need to be reviewed.
Yvonne: Both classified and faculty. I don’t know where the classified process is right now.
Are we using the same forms?
Marcia: The people who participated in the Faculty Prioritization should meet to debrief, plus propose,
and get it approved.
For Program Review, are we using the same forms for Prioritization? We had two different requests last
year, one on Program Review and one presented to the Faculty Prioritization Committee, and it would be
easier to consolidate these into one.
Stacy: We had this [prioritization] conversation with the deans, and we will get started soon.
Who creates the process, who changes the process, who approves, and how that gets done, when it get
done was discussed. The old process did not include PRBC. Now, for planning purposes, the PRBC has
real interests in communicating and ensuring that the process and our priorities are connected. And,
4
the problem of counseling and librarians for whom it doesn’t work needs addressing. It also doesn’t
work with disciplines that don’t have full-time faculty or disciplines that aren’t here.
Dale: the question is how the proposal, the criteria, the data, the institutional priorities, etc are set?
Christine: The form that people are filling out, will that satisfy the information need for prioritization
process?
Deonne: Who should direct this process?
Connie: College Council
Motion: The President’s Office be charged with finding out where the prioritization committees and
their processes live, that once we know where the process lives, that a review and revise procedure be
implemented as quickly as possible. The PRBC should weigh into that committee and its processes as
the PRBC helps set the strategic goals. (seconded)
Susan Sperling: Hiring should be a collaborative and collective process with administration, faculty, and
classified participating.
Jim: This is the oldest committee, it precedes everything. And, it still needs a collaborative and
consultative process.
Deonne: Are you going to loop this question in with the other shared governance committees or
separate? Should we just let this go, or is it immediate?
Susan: We need to worry about it, in the sense that the conversation needs to start right away with both
senates and the deans.
PRBC Priorities (back) Deonne: moving back to the rest of our items. Are there any other dates? Jim?
Jim: We have a set of dates, for drafts and materials.
Deonne: So, what’s our first priority, for next week? Also come with any due dates you might have for
us or for the college?
Carolyn: We didn’t really talk about the dates and content for committee interaction, that’s critical for
accreditation.
Jim: the Shared Governance document needs to be revised, flow charts, everything.
Deonne: More forms, coming around. She reviewed the Program Review Survey 2014.
Discussion of Curricunet for SLOs and then Program Review.
Stacy: We have commitments for training. This has been reiterated over and over again. We’re moving
to a platform that will take “data” at the end of the semester, when you’re ready to load data. SLOAC
will be trained first, and the trainers.
Christine: When will we need training?
Stacy: We’ll need it in late fall and spring, but we’re not ready yet. We know that eLumen created a lot
of problems, so we’re trying to ensure that things go well.
5
Christine: Work with me and we’ll get this set up, not just during Flex. I want to help.
Stacy: We’ll need lots of training.
Deonne: Mirielle, you need SLOAC representatives?
Mirielle: We need probably two reps from every area, and some areas, for example, Auto Tech, need
reps.
Shared Governance: Program Review survey, Shared Governance Committee Review Form, DRAFT
Presentation and DRAFT Recommendation form were presented
Deonne: The form is to gather data for moving towards Program Review
Wanda: In regard to COOL., we also need representation from various divisions. We need
representation from several divisions.
Sara: You could attach the survey to Program Review.
Presentation Organizer: Deonne presented a “draft” presentation organizer and DRAFT Committee
Recommendations and/or Discussion Items for forwarding recommendations or making presentations
to other committees. Such a formal document provides a record.
Stacy: Described a form that her previous college used.
Deonne: Described the forms and when it would be used. She would like to vet the form, so it could be
distributed at the Flex meeting in September.
Discussion ensued. The form might help clarify where a recommendation goes, how or who acts on it,
and record that a recommendation was made. Could these two forms be combined? Discussion about
the use of this document, and where it will go and how it gets recorded (repository).
Wrap-up: Deonne: for the purposes of organizing. Who is doing what?
•
•
•
•
•
•
Everyone: We need dates, everyone is bringing them.
Accreditation: (Jim and Deonne)
Communication Lines/Forms: (Vanessa, Marcia, Connie, Stacy)
Marcia will follow-up on a rep from Tom Clarke for SLOAC
Matt and Stacy on prioritization for faculty
Faculty Senate: GE Outcomes. Ed Plan for Senate
For the good of the order
Adjourned: 4:58
6