Regular Meeting September 27, 2006, 3:00 P.M. Board Room M i n u t e s IPBC Membership 2006-2007 Laurie Dockter, Chair Faculty Carolyn Arnold Mike Absher JoAnn Galliano Chad Mark Glen Joe Kuwabara Cristina Ruggiero Classified Karen Silva Rachel Ugale Administrators Robert Carlson Tom Clark Marcia Corcoran Robert Curry Melinda Matsuda Daryl Minus Gerald Shimada Ron Taylor Dale Wagoner Members Present: Laurie Dockter, Carolyn Arnold, Mike Absher, JoAnn Galliano, Chad Mark Glen, Gayle Hunt, Wanda Wong, Karen Silva, Marcia Corcoran, Farhad Javaheripour, Gerald Shimada, Ron Taylor Members Absent: Cristina Ruggerio, Rachel Ugale, Robert Carlson, Tom Clark, Marge Maloney, Melinda Matsuda, Daryl Minus, Dale Wagoner, Joe Kuwabara Guest: Tom DeWitt-Program Review, Chair I. Meeting Minutes-The meeting minutes from the September 13 meeting was approved. Discussion as to the protocol for minutes: It was decided that the draft minutes would be e-mailed to all committee members no more than one week after the meeting. The members would review the minutes and supply any corrections to JoAnn Galliano by the end of that week. JoAnn will send the corrected draft minutes to Bella for posting. The draft minutes will be on the IPBC website until the next meeting. Once they have final approval from the committee, Laurie will re-submit the minutes to Bella for posting on the IPBC website. II. Discussion of Agenda Items A. Tasks for IPBC to accomplish this year Laurie handed out a list of tasks that she felt the committee needs to accomplish this year. The following tasks were included: 1. Write priority objectives for 07-08 2. Write three year strategic plan 07-10 3. Evaluate how this year's priority plan is proceeding a. Help start groups working on plan-get copies of action plans at college council from lead groups. IPBC Minutes – September 27, 2006 Page 2 b. Identify or help groups identify bench marks for this year. c. Work on developing input into priority objectives from groups or individuals other than those specified as the lead group. d. Ask for unit plans to incorporate priority objectives for 07-08; edit unity plan format if needed. e. Give a status report at the end of the year of how we met priority objectives for this year. Look over kinds of information needed to verify progress as called for in accreditation. 4. Develop a strategic plan for incorporating planning into budget 5. Develop a timeline for this year's tasks 6. Develop a timeline for next year to fit into the overall timeline for planning at the college 7. Develop ways of increasing college dialogue on planning Discussion focused on #3.c. This was a task given to College Council. This discussion led to a discussion on one of the priority objectives which is to increase timely communication regarding college level planning and decision making process to the entire campus. The question was raised as to how the rest of the college can contribute to the planning process. President Carlson has asked the leads to give feedback at every college council meeting as to their progress on the assigned objective(s). The question was posed as to how the leads are involving others in their planning/implementation processes. At least for some of the objectives, the Dean's Council has been charged with working with the divisions on those objectives ensuring that some level of college wide interaction would occur on those objectives. B. IPBC Calendar of Dates Laurie distributed a calendar with the dates for the IPBC meetings for the year. November 22 is the Thanksgiving Holiday, so it was agreed that that meeting would be re-scheduled to November 29th. The April 11th meeting is during Spring break, so it was agreed to cancel that meeting. Carolyn Arnold and JoAnn Galliano indicated that they will not be available to attend the October 25th meeting. IPBC Minutes – September 27, 2006 Page 2 C. Priority Objectives 2007-08 The discussion began with the question as to whether there were any priority objectives from 2006-07 that will be completed this year and/or could any of the priority objectives be re-worded for next year. Each objective was discussed. The likelihood that the 06-07 objectives would be completed was discussed, and it was agreed that in almost all cases the objectives would not be completed by the end of the 06-07 year. So, the committee agreed to adopt the same objectives for the 07-08 year. The lead groups are responsible for developing action plans and measures of evaluation for expected outcomes. Assessing Student Learning and Institutional Effectiveness • Integrate program review findings into institutional planning, evaluation and budgeting. Two year implementation • Provide professional development opportunities enabling faculty and staff to develop ways to improve student learning and institutional effectiveness; focus faculty development on student learning outcomes and learning assessment. Ongoing • Formulate and execute a comprehensive plan for implementing student learning outcomes and learning assessments for courses, programs and degrees. Ongoing • Aggressively implement Facilities Master Plan, focusing on learningcentered college concepts as integral to the design of each new facility. Due to building reconstruction this objective will not be completed before 2010 Increasing Enrollment and Student Retention • Improve the quality and scope of distance education offerings; increase response to online enrollment demand. One year-possible that this may be accomplished this year • Maintain or increase enrollment during bond-funded construction; formulate a scheduling plan and marketing plan addressing reduced classroom capacity during construction and moving classes into afternoon, early morning, and evening. Two year implementation • Expand marketing and outreach activities; improve the college’s profile in the community. Ongoing-discussion involved reporting back on what has been done in this area. The divisions were asked to give up FTEF's to help promote work in this area, and they have not received information as to what has been accomplished. Increase semester-to-semester persistence; develop new and enhanced support mechanisms and services to help Chabot students stay and become successful in their courses. Ongoing • IPBC Minutes – September 27, 2006 Page 2 • Increase persistence from basic skills to college-level courses. Focus of the discussion in agenda item III. E. Engaging in an On-going Dialog about Learning and Institutional Effectiveness • Initiate a conversation about what learning-centered means for Chabot College, including college-wide dialog about the population that the college intends to serve, with participation by 100% of regular fulltime staff, and X% of hourly/adjunct staff. Ongoing • Increase timely communications regarding college-level planning and decision-making processes to the entire campus community. Ongoing discussion involved how communication will occur, who will be the lead(s)? College Council has been designated as the lead. Dr. Carlson has incorporated a "lightening round" into each meeting. During this time the members are to summarize what they have done to date on assigned tasks. A suggestion was made that this information be put into a newsletter for dissemination to the whole college. It was agreed that IPBC would adopt the 2006-07 priority objectives as the objectives for 2007-08. D. IPBC Priority Objective IPBC was assigned the following objective: "Integrate program review findings into institutional planning, evaluation and budgeting." In order to begin work on this objective, Tom DeWitt, chair of the Program Review Committee was asked to provide IPBC with an update on program review. He began with a summary of the program review process, highlighting what is done in each of the steps of the process. He indicated that it is a three year process once a program begins the program review cycle. Workshops are being held next week for any members interested in obtaining more information regarding the process. The first programs have completed the first year and are in the process of implementing their action plans. The intent is to have the action plans done in advance of the budget cycle, so any budgetary needs would be incorporated into the budget planning process. The action plans would span a two year time period. IPBC requested that the program review proposals developed in Fall of 2005 be forwarded to the committee for review. A copy of the interim reports from the programs in the process of working on action plans was also requested. IPBC would then review the IPBC Minutes – September 27, 2006 Page 2 proposals, action plans and interim reports to determine what would be needed as a focus in planning and budgeting. It was requested that the program review committee forward copies of this year's proposals once they have been reviewed by the program review committee. Discussion arose as to whether programs would view this negatively as there is the feeling among some groups that the information provided could be used to eliminate programs. It was agreed that Tom would share with the programs involved in the process and assure them that the review by IPBC was informational only. Further discussion centered on the need to educate the college as to the difference between the program review process and the program discontinuation process. Tom also indicated that program review was not mandating that programs in the process focus on SLO's. The accreditation timeline for SLO's will be discussed as part of the program review committees training meetings. It was discussed that since the program review is based on the review of student success data, that the programs involved are in a sense developing SLO's in that the are evaluating student success and developing plans that would enhance student success within their programs. He felt that it needed to be clear, however, that the program review committee did not feel that they were to be the lead on the development of a plan for incorporating SLO's campus wide. He felt that the Faculty Senate was the appropriate group to take the lead in that area. Chad indicated that Faculty Senate may end up making a recommendation that program review submits a summary of program proposals to the Faculty Senate. Faculty Senate would then possibly draft resolutions based on the information provided by the program review committee. Chad also recommended that the program review committee have Bella develop a website for the college to access information regarding program. The website could have information as to the programs involved in program review as well as information on the processes involved in program review. At this point, program review focuses on the traditional disciplines. Eventually, units will need to be incorporated into the process. The following questions need further discussion: How do we integrate program review finding into planning and budgeting? IPBC Minutes – September 27, 2006 Page 2 Will the reports provided to IPBC satisfy accreditation mandates for reporting/monitoring? What does integration of program review into planning and budgeting involve? Timelines for submission of proposals/interim reports? What does IPBC do with the information provided? IPBC needs to develop an action plan to formulate a planning cycle for program review to submit proposals/interim reports. E. Office of Institutional Research-Review of Data Carolyn Arnold and Rajinder Samra presented a report on internal data that IPBC requested. The data is to be used to aid IPBC by providing a background for strategic planning. The focus of the presentation of the data was on evaluating what the numbers provided mean and what the planning implications could be based on the data that we have. The questions addressed included: I. Are our current students changing? II. How well are we meeting the needs of our current students? III. Are we getting better at increasing success, persistence and ed goal attainment? How are we doing with groups that were targeted in our student equity plan? Questions I and III were the focus of discussion. The discussion and ideas formulated are attached to the meeting minutes for committee review. III. Future Agenda Items Review of external data Direction for SLO's Linking Planning to Budget Evaluations from Convocation Next meeting is scheduled for October 11th from 3-6 PM.