MINUTES
November 7, 2013
10:00 AM – 12 noon, Room 758
Attendees: Noell Adams, Carolyn Arnold, Rozen Bondoc, ValJean Dale, Marie DeLeon, Katrin Field,
Philomena Franco, Sandra Genera, Matt Kritscher, Paulette Lino, Kathryn Linzmeyer, Roberto Mendez,
Patricia Molina, Stacey Moore, Becky Plaza, Leticia Reyes, Nathaniel Rice, Gerald Shimada, Ernesto
Victoria, Jeanne Wilson and Bella Witt
Meeting started: 10:06 a.m.
I. VP Updates
Tabled.
II. Student Success and Support Program Workgroup Update
Dean Matthew Kritscher asked members of the SSSP Workgroup to share some of things they
learned, technological challenges and implications of data collection, the “aha” moments from
yesterday’s meeting on the SSSP implementation and the mapping of MIS data. Becky Plaza
remarked that at first she was nervous about adding the codes and wondered how we are going to
capture all the services that we do in order to get proper state funding. But after the meeting she
said she feels more confident because the group came up with a really good plan to use SARS as
well as creative ways to use A&R time to make sure we are recording accurately all the data.
SEPS
Dean Kritscher said there are two ways to get data into our system: one is to enter data into our
BANNER screen and the other is to enter data into SARS. The group has leaned towards using
SARS because the users (including students) often put in their own data. And you can click on
different reason codes that are associated with a student record. SARS will also allow you to
change reason codes to accurately reflect the service provided. If we are good about entering
proper data into SARS, it will limit the hard entries into BANNER screens especially for SEPs.
Currently, we are using SARS for general counseling, but not for SEPs. We have SEPs that go to
A&R, but have not been entered into BANNER which means we have a lot of students who have
done their SEPs, but not gotten credit for it, and therefore will lose their priority registration as a
Student Services Advisory Group
Minutes for 11/7/13
2|P a g e
result. So Dean Kritscher said that counseling is struggling to deal with this issue. They will have to
identify all appointments that have a scanned SEP that were not entered into BANNER.
So going forward Dean Kritscher said we need to make SARS our accurate data collection vehicle
for SEPs and not rely on a printed copy that goes in a box and “maybe” gets scanned and entered
into BANNER. He suggested conducting a SARS training for counseling and special programs staff.
Jeanne Wilson said we should include adjunct faculty in the training sessions which will then
provide an opportunity to get to know our counseling colleagues across the Student Services
branch.
Sandra Genera commented that her full work schedule and lack of student assistance leaves her
little time to input data into SARS. Puente students do not schedule their appointments in SARS and
have no way to check-in. Even with attempts to enter data, Sandra admitted her effort has been
inconsistent. Jeanne added that it’s probably the same way for Daraja. Dean Kritscher said that a
touch-screen monitor with SARS tracking can be set-up for Puente and Daraja where students can
easily access it, and set it, so that they can schedule and check-in for appointments.
Dean Krtischer also suggested using the website in a smart classroom for students to book
appointments electronically on the spot.
ASSESSMENT
The testing sessions are uploaded into BANNER so the college already has a good process in place.
ONLINE ORIENTATION
We want all students in every program to do the online orientation that’s on the Assessment
website. This information goes into a SARS group appointment and also gets electronically
uploaded into BANNER so that all students who do it will get credit for completing orientation and
receive priority registration; and the college reports back to the State for funding.
Dean Kritscher and Becky reviewed the Online Registration website with the group. It takes
approximately 30 minutes to an hour to complete; maybe longer if one reads all of the links and is
new to the college. Stress to students the importance of learning about waitlists, zone mail, online
classes, financial aid notifications, academic regulations and academic calendar.
OTHER SERVICES
A follow-up orientation for specific programs (i.e., DSPS or EOPS) then falls into “other services”
because it is in addition to the general orientation.
EXEMPTIONS
The SSSP workgroup discussed if the college wants to keep students who already have a degree
permanently out of the registration loop. Currently students who have an A.A. degree or higher are
exempted from doing the matriculation component, but they will get credit as if they did do it,
meaning they will get a higher priority registration than a freshman who has completed all three
components. The proposed change is that when we exempt students for having an A.A. Degree or
higher, the exemption will not allow them to have higher priority registration. They will register
with new and returning students who have not completed the 3 core services.
Priority registration exceptions will be given to students who have an associate degree, but are
Student Services Advisory Group
Minutes for 11/7/13
3|P a g e
continuing to meet another educational goal, i.e., nursing. And an associate degree holder can still
do the components and get priority registration. However, a reasonable exemption for the
associate degree holder is to not take the placement test.
COUNSELING
SARS is our only vehicle for capturing counseling data. The SSSP workgroup reviewed all the SARS
reason codes and indicated the ones related to counseling: transfer, program planning, A.A.
certificate, unofficial transcript evaluation.
PACE currently does not have their counseling contacts entered into SARS and therefore are
unreported which means loss of funding.
Dean Kristcher said we all need to be on the same page as to what we are calling “counseling”.
We want to separate counseling from “other services” such as a workshop.
FOLLOW-UP
The Follow-Up category is for at risk students (students on probation or have been dismissed) and
those undecided in Basic Skills. The college needs to work on this category because 85% of our
students can be classified as Basic Skills. And the Follow-Up category gets more points. So we need
to maximize the use of SS10 code vs SS11 code.
Follow-up service is more personal (not counseling/not SEP); support services related to students
educational planning
.
WORKGROUP
The SSSP workgroup has made good progress in dealing with the SSSP details. It will review next
the proposed registration calendar and the exemption criteria. Right now the MIS data we are
collecting is to show the State what we do, but as of July 1st 2014, the State will use our data to
determine our funding. So it’s important to clean up the reason codes in SARS for the 2013-14
school year because the data will influence the funding for next year. Data in SARS will go into
BANNER because it’s the source in which we report MIS data.
The SSSP Workgroup meets every Wednesday, 10 AM – 12 Noon, in Room 707.
III. Mission Statement
Dr. Carolyn Arnold gave an update on the Mission Project Committee which President Sperling has
charged with updating the college’s Mission Statement which is central to the college’s strategic
plan. In the accreditation standards the college has to talk about how the Mission Statement guides
our work. Dr. Arnold said the committee is moving quickly. Currently the committee is making
presentations to the Senates and Divisions and asks for input.Then in December the committee will
ask approval from PRBC and College Council. The proposed Mission Statement will request board
approval in January and then our Accreditation Self-Study starts in February.
Dr. Arnold explained step-by-step how the committee undertook its task. First the committee
gathered the following information: our current Vision, Mission and Value Statements, our College
Wide Learning Goals (both meeting handouts) and the accreditation guidelines from the Accrediting
Commission for Community and Junior Colleges (ACCJC). The committee discussed and thought
about our college mission in various ways. Then the committee decided to deconstruct the mission
Student Services Advisory Group
Minutes for 11/7/13
4|P a g e
statement to see if it fits the accreditation guidelines. The mission has to define four points:
educational purpose, student population, commitment to student learning and achievement and
academic quality. The committee divided our mission statement into those areas to see what the
gaps are, to see what works and what doesn’t. The members asked questions, rearranged and
added sentences where needed.
Dr. Arnold also distributed a table that showed how the committee scrutinized each sentence of the
Mission Statement, what questions they asked amongst themselves, and the proposed changes. Dr.
Arnold said:
•
•
•
•
the committee took out the word “global” because they felt it was going a little too big for
our purpose in terms of what we provide. Overall, they kept our educational purpose simple
and local.
with our intended student population, the committee wanted to emphasize that we serve
the educational needs of our regional community and workforce.
the committee wanted to acknowledge and be direct about all the learning that is taking
place campus-wide (classrooms, counseling, clubs, service-learning, etc.)
the committee wanted to define further that Chabot College is a leader in higher education.
After all we started major programs that were adopted statewide: Puente, Daraja,
Accelerated Developmental Education and AB 1725 (assembly bill regarding shared
governance for community colleges). The committee included student support services in
the Mission and noted that our students contribute to the overall vitality of our region.
P ROPOSED M I SSI ON S TATEM EN T
Chabot College is a public comprehensive community college that prepares students to succeed in
their education, progress in the workplace, and engage in the civic and cultural life of the
community. The college responds to the educational needs of our regional population and economy.
As a leader in higher education, we promote excellence in our academic and student support
services. We are committed to student learning inside and outside the classroom so that students
achieve their educational goals. Our students contribute to the intellectual, cultural, physical, and
economic vitality of the region.
Dr. Arnold said the committee learned that the mission statement does not stand alone; that it
needs to be looked at along with the vision and values. She said mission statements can either be
very specific or very broad and the committee chose to keep it broad.
FEEDBACK
Feedback from some of the college’s constituents included additional words such as “diversity” or
concepts. From the SSAG, Jeanne liked how the committee was very thoughtful and deliberate with
their choices and the transparency of the methodology. Stacey Moore commented that the proposed
mission statement is more honest and mirrors the stream-lining of education that we’ll soon be
imposing on students.
IV. Other Business
---Puente and Daraja may still have a few openings for the Spring semester.
---VP Shimada reminded everyone that program reviews were due Friday, Nov. 1st. There was
some talk at PRBC of imposing a penalty if it’s turned in late. They will be posting the documents
on the PRBC website pretty quickly.
Student Services Advisory Group
Minutes for 11/7/13
5|P a g e
Sandra said this is the first year program reviews are in the Fall cycle. The two main reasons why
program review was moved from spring to fall cycle: 1) administrators are already talking about
the 2014-15 budget and we need to be included in those budget conversations; 2) faculty and
classified prioritizations.
VP Shimada requested for a template for the deans so that their summary submissions are all
uniformed. He suggested that Sandra get in touch with Yvonne Wu Craig to see if there was a form
used in the past that can be revised and updated.
---New faculty prioritization process will take place for the first time in two years. There will be a
preliminary meeting with the administrators to go over the process. Our new VP of Academic
Services Marco Menendez, who will be here on Nov. 18th, will chair this committee. VP Shimada
said he hopes to secure additional faculty, perhaps 3 or 4, for Student Services.
---EOPS and CalWORKs are still accepting applications.
---The workshop for the high school counselors had a great turnout, 180 in attendance.
---Hayward Promise Neighborhood (HPN) program has done two orientations and are reaching out
to students that were not part of Early Decision because it is still trying to pull students in. There
will be a winter retreat for students that are at Chabot from the Early Decision program because we
want to give them a first-year experience. It’ll be a 3-day conference-style retreat the week before
spring semester. There will be breakout sessions for 1-1/2 to 2-hours long. Marie DeLeon said they
are still at the planning stages, but welcomes anyone who would like to participate or host one of
these sessions. Partners from Cal State East Bay and the school districts will also be present. Next
year the retreat will be held over the summer.
---Ernesto Victoria commented that it is distressing to see people get ticketed when they use the
“turnaround”. There’s no proper signage warning drivers that if they come thru the area they will
get a ticket. He said if people can’t use it, we should close it off because it upsets people and gives
the college a bad name.
VP Shimada said he will bring it up at the next administrators meeting. Ernesto said he will attend
the next Health and Safety Committee meeting and bring up the subject.
Meeting Adjourned: 11:40 AM
Next Meeting: November 21, 2013 in Room 758
BW
Handouts
---CC Vision, Mission & Value Statement / CC College Wide Learning Goals
---Mission Evaluation Task Force
---Mission Taskforce Presentation (PowerPoint)