COLLEGE COUNCIL
Friday, October 7th, 2005
2 p.m. to 3:30 p.m.
Room 3902
MINUTES
1)
Draft Educational Master Plan: Dr. Ron Taylor reported
that the Chabot College Educational Master Plan is
going to be presented to the Board of Trustees at their
regular meeting in November. A draft of the plan will
be brought for review to IPBC Wednesday, October 12 t h
and to the Academic Senate Thursday, October 13 t h .
2)
Draft
Process
for
Program
Revitalization/Discontinuance:
Dr.
Ron
Taylor
distributed the draft proposal for the Program
Revitalization/Discontinuance Process for review. The
purpose of establishing a process, as a District, in
starting and discontinuing programs. It was reported
by the Accrediting Team that this process was
needed. Qualitative and quantitative measures are
included in the report. Dr. Taylor asked the Council
to review the draft, and to provide feedback and
edits to him as soon as possible. Chad Mark Glen
thanked Dr. Taylor for incorporating everyone’s input
from Chancellor’s Council into the document. He
also asked if it might be possible to forward all draft
documents to Council before the meeting sent via
Email, and to post all agenda and minutes on the
College Council website, and documents would be
added to the site after the meetings.
25555 Hesperian Boulevard.  Hayward CA 94545  Office of the President  (510) 723-6640 or 6641
3)
Staff & Answering Telephones: Melinda Matsuda
reported that as part of the College’s Marketing Plan,
the strategy is to engage in a process that will
enhance our marketing effort, and a strategy is to
when we get calls from the outside to get a live helpful
person on the other end of the phone (a college
employee). We want to strategize to ensure that we
have a plan in place to help. Nanette is very helpful,
almost to an extreme too helpful, and takes on helping
as many students as she can while answering the
switchboard. . We need to make this happen, Dr. Cota
has given that directive at the recent Chancellor’s
Council. The high-volume areas are A&R, Financial Aid,
and Counseling, and Nursing that need to have
increased visibility on the phone systems. The phone
system, Fujitsu, has an auto-call distribution system that
will kick the calls over to the next person. This will help
decrease the number of calls that reach voice mail.
Four key areas were picked, and we will be installing a
new phone line into one person at each of those areas.
This phone line would be for outside calls coming into
that area. Dr. Carlson asked the Council for feedback
and to forward their ideas. One part of the process will
include a college-wide customer service training for
staff, but to solve the immediate problem is to identify
new and dedicated phone lines where key support
staff can mann the phones during college operating
and office hours. We are not changing the workload
within the department, nor adding on any new or
additional responsibilities, other than to ensure that the
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calls are being answered immediately. Think through
your department within your parameters on how we
can add new phone features to answer incoming calls.
One of our marketing strategies is to help meet our
basic customer satisfaction with the community. The
phone system is one portal entry, but we haven’t
discussed the Internet. The website has been under a
lot of discussion and is not easy to navigate. Susan May
and Tom Clark are working with a subcommittee to see
how the website can become more user-friendly. Dr.
Taylor stated we need to collect a few savvy beta
testers from the outside (i.e., family, neighbors,
students), people who do not know the institution well,
but would be responsive to a navigable website; give
them tasks and get their feedback on what happens.
Tom said we want to get some non-traditional noncollege visitors to navigate their staff. Judy Young
recommended Council to review the Truckee-Meadows
CCD (California) website, as it was awarded today as
the best navigable website nationally. Although the
colors are not spiffy, the site is user-friendly. The
College is also borrowing four FTEF in Spring Semester
2006 to hire a temporary marketing person to help with
this marketing venture. This will provide marketing
support for Susan May between now and June 30 t h ,
2006. Also, we are implementing a Student Ambassador
Program to utilize current Chabot students to
accompany Robert Mendes, Outreach Coordinator,
and visit the local communities as a marketing
outreach.
Students
will
receive
a
stipend
for
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participating in the student ambassador program. For
the mailers for non-payment/drop, we will get an
address label printout at the same time. We will put
together a publicity piece that will include :…you were
dropped for non-payment, here are some ways to help
you…” (i.e., Financial Aid resources, bus schedule, key
things to help students) – we dropped over 700
students for non-payment, but 75% reregistered within a
few weeks from being dropped. We are building
connections with four local community agencies that
we will partner with and we will enter their agencies
three or four times a week to put on seminars on
financial aid for parents, registration, etc. Some of the
agencies include Spectrum, Davis Street Family
Resource, LaFamilia, and Eden Youth Center. We want
to be able to enroll them in their classes at the same
time so they can receive classes on site for credit. We
are working with ITS to do this. For employees visiting
the agencies, we are using current staff to go out to
these sites.
Jane Church asked about in-reach
students since there is a 40% drop rate. There is no
commitment to retention, Jane pointed out. Dr.
Carlson’s commitment is a simple one, I found out a
problem late in December, and he needs to have
students here in early January. He is trying to find a
solution to reaching new students to attend Spring
Semester. There is a whole slew of TRIO, SSPIRE, new
cohort groups forming around the Carnegie Grant
(SpringBoard), and Program Review and placement of
retention, basic Skills and retention as part of the key
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elements that are being addressed. We are doing
proactive things to help retention, but these changes
are taking place over time and not an immediate
response to the problem of retention.
4)
AB 982 Student Health Fee: Melinda Matsuda reported
that our fees cover the Health Center. The health
fees can be waived by BOG or by Financial Aid. AB
982 passed that students cannot their health fees
waived any more through the BOG. We will be
having more money coming in for our Student Health
Center, but our students will have to pay the $13 fee
for the health center. For students on financial aid
(i.e., Pell Grant), 4,376 receiving BOG fee wavier,
currently 3,018 get a BOG C. Not all get a Pell Grant
The Board needs to review this. This will also impact
registration because more students will be required
to pay, unless they do the FAFSA and qualify for
financial aid. Some students will be resistant to enroll
because of the increased fees. Kathy wants to push
the BOG fee and encourage students to apply for
financial aid. We want to increase PR on the
importance of the Health Services. For $13 per
semester, students can receive a large amount of
health-related services. The student health fee,
approved by the Board, only has exemptions with
students wanting to take on-line only courses.
5)
Other Business.
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a)Student Satisfaction Survey for Fall 200: Dr.
Carolyn Arnold distributed a draft of the survey
that will be distributed in two weeks to students
randomly. Marge Maloney wants to see a question
on tutoring included in the survey. Dr. Carlson
stated that if staff have questions or issues about
the Tutoring Center, they should address them to
Marcia Corcoran.
b)Bookstore Scholarships:
Chad
Mark
Glen
stated that as a result of the Bookstore being paid
off, a Anthony ad his students have created a book
scholarship through ASCC. Flyers have been sent to
all departments and it’s on the web and home page.
Book scholarships are due November 15 t h
c) Steve Piatetsky reported that we are now having
new copy machines put in place. Old ones are being
replaced, and they all have copy codes, and no
more copy cards can be used. If you want access to
machinery, you need to provide a list of faculty and
staff within your departments who should received a
new code number. The Xerox 5100 in Bldg. 200 will be
replaced on Monday, October 10 t h , and will be
down most of the day. Until the end of November,
Steve will take cards that have value, and
departments will be reimbursed for the remaining
value. Xerox is going to provide that compensation.
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6)
Meeting Adjournment.
Next Meeting: Friday, October 21 s t , 2 p.m. Room 3902.
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