Approved
WEST VALLEY COLLEGE
DCC/PGC Meeting Summary
Wednesday, March 27, 2013 - 2:30 - 4:30 p.m.
Club Room
ATTENDEES
NAME
REPRESENTING
Diane Hurd
Heidi Diamond
Chris Cryer
Leigh Burrill
Joan Worley
Rebecca Wong
Carol Pavan
Steve Juarez
AAS
Business
Fine Arts
Language Arts
Physical Education
Science & Math
Student Services
Social Sciences (Mel
Pritchard)
P
G
C
D
C
C
Pr.
NAME
REPRESENTING
x
x
x
x
Kuni Hay
Victoria Hindes
Fred Chow
Stephanie Kashima
Frank Kobayashi
Lance Shoemaker
Pat Fenton
VP Instruction
VP Student Services
Dean-Tech & Info.
Dean, Inst.& Stu. Success
Dean, Career Ed
Academic Senate
VP Admin Services
X
X
X
P
G
C
D
C
C
Indicates Voting Member of PGC or DCC
Guests: Mel Pritchard, Lisa Kaaz, Inge Bond, Thuy Tran, and Sonia McVey
DCC:
I.
Welcome and Check in
Kuni congratulated Psychology for being next on the list to begin a faculty hiring after the English
Department decided to not move forward with a request for insertion into this year’s list.
Leigh indicated that English wanted to honor the previous process. The decision to move forward was
not because of lack of need. English will be requesting two positions in Fall 2013.
The group welcomed Sonia McVey as the new Executive Assistant for the Office of Instruction.
II.
Curriculum Committee
Kuni presented a background information and overview of the Curriculum Committee. Kuni indicated
that when she arrived in fall 2011, 50% of Catalog offerings in 2011-12 were not aligned with State
approved courses, certificates, and degrees. She said that there was a collaborative clean-up process
that was supported by the Academic Senate and the Curriculum Committee. The alignment of Catalog,
Datatel, and Curricunet has been important for the institution, especially in regards to Accreditation.
Kuni shared that it is essential that the process of local and State approval be honored. She shared
instances in the past when the process was not followed. Kuni shared a diagram of the curriculum
approval process. She mentioned that there have been implementation issues with Curricunet that
were not thought through in the past. Kuni shared that for TMC, courses must be recent (5 years for
regular courses, 2 years for CTE courses). She indicated that while several TMC’s are ready to go,
courses that make up these TMC’s have not all met regency requirements, delaying submission.
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x
X
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X
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Approved
Cheryl Miller, a Chair of the Curriculum Committee, reviewed the approval steps in the Curricunet
process. She indicated that the steps in the Curricunet process align with the diagram of the curriculum
approval process that Kuni shared. Cheryl shared that after the curriculum is launched, the Technical
Review occurs with a smaller subset of the Curriculum committee. She indicated that it is important
that before a course or program comes to the Technical Review committee, that dialogue occur at the
Department level as opposed to a simple check off. Cheryl cited the example of Melissa Salcido sharing
information about a Counseling course with her department especially in regards to the Student Success
Act of 2012 implementation, and engaging in dialogue with her department about the course. She
indicated that during her tenure on the Curriculum committee, she has noticed a significant increase in
scrutiny from the State. Mel indicated that he sat on the Curriculum committee in the past, and this
most recent iteration of curriculum submission was much more rigorous. Cheryl indicated that
especially in CTE areas, there are significant requirements related to labor market statistics, employer
surveys, and wage data that had been added per the state as major part of the requirements. Cheryl
walked the group through the Curriculum Committee approval, Academic Senate Approval, Load
Committee approval, the VPI’s Office, Board of Trustees approval, and State Approval. After State
approval, the VPI’s Office implements the curriculum or programs into the appropriate year of the
catalog.
Diane asked whether there was scrutiny after the Curriculum Committee approves. Cheryl indicated
that there could be scrutiny at any time. Kuni clarified that everyone who is part of the Curriculum
process supports the remaining steps of the process. Mel asked whether if curriculum approved at the
beginning of the process, if it is highly unlikely that it will be rejected later in the process. Cheryl
indicated that Curriculum is a faculty driven process. Kuni stated that in Curriculum committee, the
group has been using the same priorities that have been instituted by Division Chairs Council and
Performance Goals Committee. She said that in the past Curriculum committee has not been
empowered to make decisions on behalf of the institution, but it is important that this group be
empowered to do so just as PGC is expected.
Leigh shared that in Academic Directions Committee, there were comments that curriculum that has
been approved in curriculum committee but not submitted to the state. Cheryl shared that Kuni and the
Curriculum Committee led a process that reviewed the Catalog accuracy last year, and discovered that
there were a significant number of courses, certificates, and degrees that were not approved by the
Chancellor’s Office but they were in the catalog. She stated that not having State approval is a
disservice to students and out of compliance with the Title 5. Kuni reminded the group that there has
been a significant amount of work done by the curriculum committee in conjunction with the
department faculty to clean up this process last year.
Cheryl shared that Digital Media had certificates that were rejected by the state due to lack of
documentation. She also indicated that with Commercial Music, the same lack of documentation was
not available for the Certificate.
Cheryl stated that three AAT’s are currently approved at WVC. The following AAT’s are waiting for state
approval: Administration of Justice, Art History, Anthropology, Business, Early Childhood Education,
English, History, Math, Political Science, Studio Art, and Theatre Arts. The goal is 80% of AAT’s by Fall
2013 of our offerings, which is 16 of 20 possible offerings at West Valley College. CIS and Music are
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under production. Kuni said that we are hoping that the AAT’s recently submitted are approved prior to
the production of the Catalog 2013-14 as it only helps students to be able to transfer in these areas
much more smoothly.
Diane asked which AAT’s are available. Cheryl and Kuni answered that of the possible AAT’s, there are
currently 20 available due to our current offerings. Cheryl shared that the available AAT’s are on the
Curricunet site. Carol asked if there are only 20 AAT’s for West Valley. Kuni responded that the State
will continue to develop AAT’s with input from the field.
Leigh asked how difficult it is to revise an existing AAT. Cheryl responded that it would be dealt with like
any program revision. Kuni indicated that with a unit change, it would constitute a substantial change.
Rebecca clarified with Leigh whether she meant swapping out a course. Leigh responded that it would
be including additional courses. Chris asked whether this was a result of CID’s being newly approved.
Leigh affirmed this. Kuni clarified that it is about Catalog rights for students, so the institution can be
clear to students what requirements are. Kuni indicated that she and Stephanie will be bringing
questions like this to the CIO Conference next week for further clarification.
III.
Distance Education: Hot Topics
Fred Chow and Lisa Kaaz have been working with the Distance Learning Committee for the past 8
months on new Distance Learning issues. Their intent is to provide high level information to various
shared governance groups.
Fred started by defining distance education.
Fred continued with the topic of Correspondence vs. Distance Education. The key is “regular or effective
contact” between instructor and students. The intent is to create an experience similar to face to face
through active participation by the instructor. Instructor initiated conversation and graded discussion
boards. Lisa indicated that the State has discovered during audits that there is at times not enough
faculty participation through active participation. The three relational components to an online class are
faculty to student, student to student, and course material to student. This is important to
Accreditation, Title IV Funding, and Apportionment. Victoria clarified that for Financial Aid funds, the
College has to certify that Colleges courses have been approved by the State. Kuni clarified that during
Accreditation, we must give visiting team members access to all of our Distance Learning courses, and
that the team will sample these classes.
Fred followed with the issue of Last Day of Attendance. This is different from the Census Date, and is
related to Federal Financial Aid funds. If a student withdraws before attending 60% of a class (Spring 13
= April 9), WVC is required to calculate a return of Financial Aid funds. Lisa clarified that it is not enough
to verify that students have been logging onto ANGEL, but has to be more rigorous, such as homework
assignments. Non active students should be dropped.
Fred continued with the issue of State Authorization. If West Valley College offers Distance Education to
out of state students, we are required to obtain authorization to be an Educational Institution in that
state. Each state has different authorization rules and fee structures, for example it is $10,000 in MA.
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The State governing agencies working toward a solution to meet authorization requirement. Out of
State DL students (SP12 = 7, SU12 = 11, FA12 = 7).
Fred followed with the issue of Student Identification. The passage of the Higher Education Opportunity
Act of 2008 resulted in federal regulations requiring accrediting agencies to assure students taking
distance and correspondence classes are the actual student. At West Valley College, each student must
have their own unique password and login. ANGEL is a closed password protected site. The state has
not settled on a standard. On our ANGEL learning page, there is an affirmation statement from the
student that they are the student enrolled in the class. Mel asked whether there will be a requirement
for certification of instructors. Fred responded that there is interest from the Distance Learning
committee that there be adequate preparation for faculty teaching Distance Learning classes. Leigh
shared that she spoke to a student that she learned of a faculty who teaches classes through Facebook.
Lisa replied that they don’t see themselves as policing Distance Learning classes, but they approach
issues on a case by case basis. Kuni indicated that one of the issues is not all faculty utilizing ANGEL as a
platform. Lance shared that there was an issue last year at Mission of a student having to pay fees for a
separate online platform. Pat clarified that this was construed as a material fee. Chris shared about
music course-packs. Lisa indicated that the level of engagement between the faculty and course pack is
the question. Rebecca shared that we as a College should have a conversation about the level of
interaction in individual Distance Learning sections. Mel shared that teaching an online course was very
difficult for him, due to the labor intensive nature of the requisite interaction with students. Fred
indicated that the purpose of this roadshow was to begin the dialog about these issues. Carol asked
whether evaluations for online distance learning instruction are in place. Fred indicated that this was
approved by the Academic Senate, and will now be reviewed by ACE.
Kuni asked whether there should be an Accreditation prompted survey about how many faculty are
using ANGEL, and how many faculty are not using ANGEL. Lance indicated that that probably would not
be an issue if prompted by Accreditation. There was consensus from the group that this would be an
appropriate survey.
Chris suggested mandatory Flex day training for all online instructors.
IV.
Academic Senate
Lance reported that John Hannigan and Inge Bond discussed with the Senate what Program Review does
with the data after submission. Two issues brought up were what to do with Program Reviews that are
not submitted, and what to do with Program Reviews that are insufficient.
The Senate approved that the PR committee should bring names of those who do not or refuse to
complete Program Reviews. There was a brief discussion about ADC.
The Senate had a discussion with the Chancellor about IS. The Basic Skills committee requested that this
issue be agenized at the Senate. The Chancellor will change the reporting structure to report directly to
the Chancellor. Hot topics in Distance Education were covered. Becky and Victoria went over student
behavior issues. At the next meeting, there will be a report on Student Success. There was a
presentation from Ed Maduli on the District budgeting.
V.
Academic Directions Committee
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The subcommittees have met or are meeting with the six programs. A discussion took place about an
action plan prior to May 17. The goal would be that the implementation of the action plan would take
place during the Summer and Fall. The co-chairs will be making a presentation to the Academic Senate
in the Fall. Now that the subcommittees are meeting with their subgroups, ADC meetings will take place
every other week.
VI.
Student Services Council
Victoria indicated that enrollment priorities have to do with both enrollment and Satisfactory Academic
Progress. Student Services is working to clean up the protocol and administrative procedures in regards
to enrollment priorities. There will be a campaign about enrollment priorities. Victoria reminded the
group that the Presidents Scholar’s applicants are due on April 5.
VII.
College Council
No report.
VIII.
Announcements and other
None
IX.
Break
PGC:
I.
Update: District Enrollment Management Committee
Chris shared that the charge of the DEMC were formalized; 1) Analyze and Contextualize data to set
enrollment targets, recommend strategies on enrollment, and maximize student success completion
and enrollment, 2) Maintain enrollment to meet targets, 3) Consider impacts from partnerships, new
programs or consolidation. (handouts were shared)
The membership was decided and consists of the following: MC and WVC Vice Presidents of Instruction,
MC and WVC Vice Presidents of Administration, MC and WVC Vice Presidents of Student Services, ACE
President, MC and WVC A&R Directors, MC and WVC Academic Senate Presidents, MC and WVC PGC
Faculty Chairs, District Vice Chancellor of Administrative Services, District Finance, and Ad hoc members
(Researchers from both colleges, and one representative from IS will attend on “as needed” basis to
provide data and information and information on state mandates that may impact enrollment
management and planning).
Co-Chairs (2-year term, 2013 to 2015). Co-Chairs will consist of the VPI from one college and faculty
representative form the other college. Starting July 1, 2013, MC Faculty Clement Lam and WVC VPI Kuni
Hay will serve as co-chairs. After 2 year term, MC VPI and WVC Faculty representative will serve as cochairs. This model will be reviewed and assessed by the committee.
The DEMC will meet once a month after the District Council meeting on Mondays at 3:30PM. The
location will be WVC in the Fall and Mission College in the Spring. Additional meetings will be identified
on an as needed basis.
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Information discussed in the DEMC will be reported to the District Concil and will also be communicated
to PGC/DCC and constituency groups on campus as appropriate, promoting a transparent
communication process.
II.
12-13 FTES Update
Kuni shared that at the District Enrollment Management Committee meeting, it was shared that both
West Valley College and Mission College are down in enrollment.
Kuni indicated that late start classes for Spring projects to about 163 FTES for the Spring. Kuni asked the
group to study the late start and short classes and to think about which courses are filling.
Kuni shared a FTES summary for 2012-2013:
Res. CR FTES
Total FTES (Res.
CR, ISA, NC)
Fall 12
-713
-689
Winter 13
215
215
Spring 13
-550
-410
Total Delta
-1,048
-884
Chris clarified again that if Ed Maduli said that if we miss our FTES target for 2012-2013, our ability to go
into Basic Aid in 2014-15 is jeopardized. Based on an 80% fill rate of the projection, Summer 2013
projects to be 577 FTES. Kuni indicated that it will be difficult for West Valley College to make goal this
year, even if we create additional noncredit classes. Kuni clarified that Rod stated last week that
noncredit was not ACE’s prevue; therefore, technically, there is not need for the administration to
consult with PGC on the noncredit or Adult Education offerings. Per the PGC agreement on 3/20/13.
Kuni discussed this issue with the Curriculum committee, and the committee is on board with reviewing
noncredit in the 9 modules. Leigh asked who would write the curriculum. Chris replied that this was
discussed last week, and there was the idea of either a consultant or adult education teachers. Kuni also
shared that if the Trailer bill goes through, that Older Adult is not within the 5 categories, and we would
lose 400 FTES for 2013-2014. She also shared that Campbell Adult Education is losing faith in West
Valley as mentioned by Brad last week and has approached other surrounding Colleges. Frank shared
that a discussion between Brad and the Superintendent of Campbell Unified reveled that while 1,500
students were served by Campbell Adult Education in 2011-2012, that 1,000 students were turned
away. Frank indicated that the market is there for West Valley to capitalize on. Chris asked whether we
should respond. Kuni indicated that Campbell Adult Education has come to West Valley College to
partner.
III.
Plan for Spring 13, Summer 13, and Fall 13 push for enrollment. Printed schedule production
update.
Kuni shared that the published schedule will be available for students by pre-registration. She
encouraged the group to continue to think about possibilities for late start, summer, and fall offerings.
Adjourn
4:36PM
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