Regular Meeting
January 28, 2009 – 3:00 - 5:00 p.m.
Board Room, Building 200
Minutes
IPBC Membership
2008-09
Tram Vo-Kumamoto, Co-Chair
Yvonne Wu Craig, Co-Chair
Faculty
Carolyn Arnold
Mike Absher
Kimberly Blackwell
Joann Galliano
Chad Mark Glen
Debra Howell
Joe Kuwabara
Donald Plondke
Linda Rhodes
Classified
Catherine Powell
Rajinder SIngh
Yvonne Wu Craig
Administrators
Celia Barberena
Gary Carter
Gene Groppetti
Matthew Kritscher
Melinda Matsuda
Gerald Shimada
Members Present: Yvonne Wu Craig, Tram Vo-Kumamoto,
Carolyn Arnold, Gene Groppettii, Debra Howell, Gerald Shimada,
Donald Plondke, Melinda Matsuda, Rajinder Samra, Gary Carter,
Matt Kritscher
Members Absent: Mike Absher, Kimberly Blackwell, Linda
Rhodes, Catherine Powell, Celia Barberena, Joe Kuwabara
•
Minutes from the December 10 meeting were approved, with
amendments
Reports
• IPBC membership
Yvonne Wu Craig reported that Rachel Ugale is moving to district
ITS. Catherine Powell will replace her as a representative on IPBC
and will attend meetings when possible.
JoAnn Galliano informed the committee that she cannot attend
meetings this semester, but would like to stay on the committee and continue
to receive communications. Consequently, there is a vacancy for a
representative from the Health, P.E., and Athletics Division and Yvonne Wu
Craig will contact Faculty Senate for an alternate.
• Budget Committee
Joe Kuwabara of IPBC and the Budget Committee has a conflicting meeting
today, but has presented the completed 4000/5000 funds allocation to the
Budget Committee and obtained their approval. Gerald Shimada indicated that
some of the allocations were not carried forward by the administration from last
year, but have been reduced. Gerald spoke with Jack Mahrt , Vice Pres. of
Administrative Services about the approved funding and suggests that units
compared allocations received to that originally expected before preparing the
next Unit Plan.
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January 28, 2009
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• Program Review and Unit Plans
Yvonne presented a graphic illustration of the planning process that includes
program review, and the unit planning process and its relationship to annual
institutional planning.
• Student Services program review
Melinda Matsuda outlined the proposed process for Program Review (PR) in the
administrative unit of Student Services. Student Services personnel continuously
look for way to improve the functioning of their particular service area in
supporting students, but heretofore there has not been a formalized PR process
for the 16 identified units.
The proposed process for Program Review includes at least one Student
Learning Outcome (SLO) and an appropriate number of Service Area Outcomes
(SAO’s) to aid identification of data for collection and assessment of results.
Melinda explained the overall content of the 9-component outline for the PR
document and distributed a description of the process.
Gary Carter asked if the definition and assessment of SAO’s involves analysis of
what has occurred or what will/should occur in a unit’s provision of a service?
Gerald and Carolyn Arnold explained that both perspectives are probably useful.
SAO’s relate to the acquisition of information about our students, while SLO’s
address what students need to know.
Tram Vo-Kumamoto asked whether assessment of performance of a unit such as
Admissions & Records would involve data collection from faculty as well as from
students. Issues such as the inter-communication between A&R and faculty
about online grade rosters would appear to require service performance data
from faculty, students, and classified staff. Melinda concurred that this would
ideally be the case.
•
Administrative Services program review
Carolyn Arnold distributed an overview of the proposed process for formalized
Program Review for the units of Administrative Services and explained that
these units mostly provide services to and for faculty and staff, and that only
some directly serve students. The proposed process has been reviewed by the
Classified Senate. The cyclical process of PR for Administrative Services units
will be led by the unit manager, but initiation of the process will be announced
and the process itself will include data collection and analysis by staff
representatives as appropriate.
To assess SAO’s, units will want to develop “satisfaction surveys” of the unit’s
primary users or clients. Yvonne asked that surveys be designed and
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January 28, 2009
Pg. 2
undertaken to avoid multiple or duplicated surveying of the same staff
populations on essential issues. Carolyn plans to develop a draft of the
survey(s) of satisfaction. Yvonne suggested that survey responses could be
developed by groups of staff working cooperatively to describe experiences with
services.
Carolyn highlighted the proposed calendar for Spring 2009 approval and
implementation of the PR process for Administrative Services.
Discussion / Decision Items
Yvonne reported that a draft process for Instructional Services Program Review
is scheduled for distribution on January 30.
•
2009-2012 Strategic Plan
The Chabot Strategic Plan for 2009-2012 is being written by Tram, Yvonne, and
Carolyn as a narrative document to accompany the previously disseminated
Strategic Plan brochure. A full draft is nearly complete. Yvonne illustrated the
structure of the draft document by projecting its Table of Contents on the
overhead screens.
The ensuing committee discussion of the Strategic Plan (SP) brochure and
narrative included possible strategies for diffusing the information to the campus
community and making the SP more visible and familiar for all faculty and staff.
Yvonne described the ways in which the narrative is designed to make it
readable, as well as visually useful and appealing. Sections 5, 6, 7, and 8,
covering Access & Awareness, Student Success, Community Partnerships, and
Vision, Leadership & Innovation, respectively, contain exemplary activities with
photographs to enhance visualization of the planning area. Added to each
section are subsections with summary tables and progress indicators that can
serve to monitor and measure progress in fulfilling SP goals and objectives.
Gene Groppetti encouraged the inclusion of graphic indicators (e.g.
‘thermometer’-scaled graphic) to illustrate the extent of progress in measurable
categories of our goals.
Pertaining to Section 7—Community Partnerships—Yvonne described the
difficulty in identifying progress indicators for some of the goals and strategies.
Committee members suggested some indicators such as the number of
partnerships established or contacts made. Yvonne will include these
suggestions in the draft. Ideas and plans for identifying contacts in the
community who can help in assessment of progress are needed. Matt Kritscher
suggested that we could invite community leaders to our upcoming fall
convocation when the SP is presented. Tram agreed that more direct
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January 28, 2009
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interaction with community leaders would promote networking between the
college and the community we are seeking to serve.
•
2009-2011 Program Review & Unit Action Plan
Memo and form templates for the 2009-2011 program review and unit planning
are being sent out to faculty with a due date of March 13, 2009. Included in the
package are the recently approved revisions to Part II of the Unit Plan (UP)
pertaining to the Unit Action Plan.
The committee discussed the timeline for review of budget requests outlined in
the UP. 6000-category (equipment) requests are reviewed in September and
October. 4000 & 5000-category (supplies & services) augmentation budgets,
are likely reviewed in December and approval is contingent on the availability of
funds.
Unit Plan forms and instructions will be emailed to division deans on Friday,
January 30 and will be posted on the IPBC website for access on Flex Day,
February 12.
•
Office of Academic Services—Program Review
Gene Groppetti reported that the Office of Academic Services has hired staff for
assignment to data collection and analysis in preparation for Program Review,
covering enrollment management, budgeting, course outlines, student success,
and related issues.
Next Meeting(s):
February 11, 2009