COLLEGE COUNCIL
FRIDAY, SEPTEMBER 3RD, 2010 – 2 P.M., BOARD ROOM
APPROVED MINUTES
ORDER OF BUSINESS
The meeting was called to order by Dr. Celia Barberena at 2:05 p.m. She opened
the meeting thanking every one for attending today’s meeting.
MEETING ATTENDANCE
Dr. Celia Barberena, Rachel Ugale, Gordon J. Watt, Yvonne Wu Craig, Jim
Matthews (Academic Senate rep), Susan May, Dr. George Railey, Dr. Marcia
Corcoran, Dr. Matt Kritscher, Dr. Howard Irvin, Yulian Ligioso, Danielle Preciado,
Catherine Powell, and Karen Silva.
REVIEW OF MEETING MINUTES
The minutes for the March 5th, 2010 College Council meeting were reviewed and
approved by consensus.
AGENDA ITEMS
Accreditation Report– Dr. George Railey presented the Accreditation Report,
and thanked the staff who participated in completion of this report based on what
was determined by the Accreditation Commission. This document is now on line
and available for input. Dr. Railey encouraged campus constituencies to read the
document and to Email comments through their representative Senates to Dr.
Railey. The final report is not due to the Accrediting Commission until October
15th, 2010 so there is time for review and changes to be made. The report will be
presented at the Board of Trustees workshop on Tuesday, September 7th, and
the final reading and review by the Board on Tuesday, September 21st.
Dr. Railey expressed appreciation and thanks to Dr. Gene Groppetti and Kaaren
Krueg for their hard work, efforts, and assistance in ensuring that this report was
completed. Without their support, this report would not be possible. Jim Matthews
thanks Dr. Railey for spearheading this report and ensuring that it was completed
in time. Student employees in his staff helped gather data for program review.
The report was a culmination of staff and students working to bring it together. Dr.
Railey is appreciative for the support received to make this report complete.
The Accreditation Team will arrive on campus in late October or early November
2010. Chabot will find out in January 2011 on the status of the report, comments,
and if the report has been accepted by the Accrediting Commission. The College
will identify who will serve on the mid-term report committee, and then the work
will need to begin immediately.
The mid-term report is due Fall
2012. Council reviewed the
draft Accreditation report and
gave consensus to move the
report for a final reading to a
special College Council meeting
scheduled for Friday, September
th
17 , 2010 for final approval
before sending it to the
1
Office of the President (510) 723-6640  FAX (510) 723-7126  25555 Hesperian Boulevard, Hayward CA 94545
COLLEGE COUNCIL
FRIDAY, SEPTEMBER 3RD, 2010 – 2 P.M., BOARD ROOM
Accrediting Commission on October 15th, 2010.
Program Review– Chabot’s Program Review is a three-year process. As a result
of the Accreditation Team Visit in October 2009, one recommendation was made
to combine Program Review with Unit Planning, Student Learning Outcomes with
assessment, and Institutional Planning with Budget. A college wide work group
met from December 2009 to May 2010 to review the program process and cycle,
review the current unit planning process, and an inclusion of the SLOs and PLOs
in planning and assessment. The work group developed a unified program review
process that tied to institutional planning goals, tied to SLOs and assessment,
and tied to budget and resource allocation.
The Program Review Work Group recommendations are to congratulate Chabot
for a well-deserved program review success at every opportunity; enhance the
role of student learning outcomes; streamline and simplify program review web
materials and process documents; refine the program review cycle and timelines;
rebuild strong program review committee participation, leadership and strength so
that the committee can fulfill its role in providing structured review and feedback
of program review reports; further develop SLO model and integrate that process
into program review such that SLO assessment is an on-going and continuous
process; conduct a communication campaign about program review and planning
by all college leadership; document administrator/dean role in program; examine
program and review measures for completeness and consider adding additional
components, such as workforce training, staff development, interdisciplinary
activities, articulation issues, technology, and pedagogical inquiry as part of an
on-going evaluation of our program review process; and maintain a group of SLO,
program review, and institutional leaders to oversee, refine, and coordinate
program review’s related structures.
1st year
2nd year
3rd year
Program Review Process
a 3-year cycle
Conduct deep Data Review, develop action plan, and budget
request aligned with SLOs/PLOs and college goals.
Implement action plan; assessment of SLOs/PLOs; budget requests
aligned with SLOs/PLOs and college goals.
Reporting out –evaluation of what you discovered as a result of the
work, assessment of SLOS/PLOs, write progress summary and do
budget requests aligned with SLOs/PLOs and college goals. The
revised Program Review structure was reviewed and approved by
the Academic and Classified Senates in May.
Front
Desk
Making System- Dr. Matt
on counseling services called
Some counselors are now
assist students immediately.
Counseling/Appointment
Kritscher distributed a brochure
How to Use Counseling Services.
placed outside the front desk to
Counseling strives for efficiency
2
Office of the President (510) 723-6640  FAX (510) 723-7126  25555 Hesperian Boulevard, Hayward CA 94545
COLLEGE COUNCIL
FRIDAY, SEPTEMBER 3RD, 2010 – 2 P.M., BOARD ROOM
when scheduling student appointments. They have up to 12 counselors with
appointment times throughout the year. To help prepare students for
appointments, they ask students to read the brochure. It is a joint responsibility
amongst counseling and students to make each appointment successful.
If students need a Transfer Admittance Guarantee (TAG) process, they complete
an on-line application. Counseling has 15 full-time counselors, and maintains
open office hours Monday through Thursday, 9 a.m. to 7 p.m., and closed Friday.
Students are asked to print an unofficial transcript and bring to the counseling
appointment. To help to prioritize students and student requests during peak
counseling periods, Counseling arranges student appointments based on priority.
Counseling has devised a form divided into three categories: Priority 1 (FA SAP
referral, SEP referral, Crisis, Success Contract, & TAA Submission); Priority 2
(Program Planning, Unofficial Eval, Unofficial Eval Multi-transcripts); and Priority
3 (SEP General, Career General, Career Tests, Personal, Other).
Other brochures Counseling distributes include Progress Probation, Academic
Probation, and General Counseling Appointment Referral. If a student misses an
appointment, they are required to meet with Dr. Kritscher in a small group of five
students before rescheduling an appointment. He maximizes the time and talks
with the students about financial aid, time management, getting good grades, and
making load. Last year, Dr. Kritscher met with 500 students. These meetings help
to decrease the no-show rate of students not making their scheduled counseling
appointments. When students leave the meetings, they are appreciative for the
information received. The no-show rate does decrease due to the meetings, and
serves as a revenue-generator to help defray costs from missed counseling
appointments. If students miss two appointments in one semester, they cannot
have another appointment that semester as it costs $75 per each missed
appointment ($150 spent on two missed appointments).
Planning Review & Budget Council- Yvonne Wu Craig spoke about the new
IPBC committee structure. Yvonne recognized past members and chairs of IPBC
for their hard work and efforts. The Council, coordinated by former President
Terry Burgess, was established in response to the Accreditation’s
recommendations in 1998. Prior chairs and co-chairs who have served on IPBC
include: Dr. Carolyn Arnold, Melinda Matsuda, Sally Jahnke, Laurie Dockter,
Christina Riggiero, JoAnn Galliano, Tram Vo-Kumamoto, and Yvonne Wu Craig,
who deserve many thanks and appreciation for their leadership with IPBC. These
leaders have met the recommendation Chabot has had for years. Yvonne
recognized Bella Witt for
maintaining the IPBC website, for
her tireless support, and for
converting the files from Excel
and merged into a PDF and
loaded onto the website.
We are embarking on a new
configuration of IPBC and
evolution
with
a
new
giving it a face lift and renaming it
3
Office of the President (510) 723-6640  FAX (510) 723-7126  25555 Hesperian Boulevard, Hayward CA 94545
COLLEGE COUNCIL
FRIDAY, SEPTEMBER 3RD, 2010 – 2 P.M., BOARD ROOM
Planning Review and Budget Council (PRBC). Yvonne distributed a proposed
charge for PRBC. This version was passed by Academic and Classified Senates.
The language was cleaned up and shortened, and refining that the role of
program review documents and how it feeds into planning and budget documents
and into College Council was made. IPBC used to be a shared governance
committee, and divisions would recommend people to serve on the committee
along with each constituency making recommendations. The bulk of the members
are chairs or co-chairs of the shared governance committees or their designee(s).
The reason is to better and get all the experts in the room who understand
college wide institutional priorities (budget, curriculum, facilities priorities). It is a
better use of planning time and creates a more efficient discussion, and provides
increased communication across the college with planning and coordination. The
number of student participants was increased to three students. Having one
Institutional Researcher and a recorder has been included.
•
•
•
•
•
•
•
•
•
•
•
•
•
•
•
IPBC’s Major Accomplishments for 2003-2010
Successfully facilitating the process for PFE and Basic Skills Initiative
Funding.
Establishing a New Faculty Positions Prioritization Process.
Establishing a Classified Hiring Prioritization Process in collaboration with
Classified Senate.
Providing recommendations to College Council about hiring priorities.
Providing a forum for annual college data presentations from the Office of
Institutional Research.
Providing guidance on grant development priorities.
Developing and implementing the unit planning process.
Increasing college wide participation in the unit planning process.
Collaborating with Program Review Committee to create an integrated
program review and unit planning process.
Collaborating with Budget Committee to better connect planning and
budgeting.
Increasing the transparency of the resource allocation process by
developing spreadsheets listing all resource and staffing requests.
Being the lead committee for Standard I of the Accreditation Self-Study.
Maintaining the IPBC website where all planning documents were housed.
Posting course outcome data on line to facilitate the program data review
process.
Developing and publishing College Strategic Plans and Educational
Master Plans.
Release time will not
charge. The College is
process. George Railey
that “The Program Review
subcommittees of PRBC”
be
not
and
and
and
included in the committee’s
offering release time through this
Marcia Corcoran recommended
Budget
Committees
are
should be included in the draft
4
Office of the President (510) 723-6640  FAX (510) 723-7126  25555 Hesperian Boulevard, Hayward CA 94545
COLLEGE COUNCIL
FRIDAY, SEPTEMBER 3RD, 2010 – 2 P.M., BOARD ROOM
charge. Yvonne will make the change.
Jim Matthews asked why PRBC has one faculty representative (Faculty Senate
President), but students have three and classified have four. The charge will be
changed to, “A notation of a minimum of three faculty members to be identified
from current committees or disciplines and to be a part of the existing
membership.” Yvonne will share with each Senate about the language that will
be removed and ask for approval on the changes, then bring the revised charge
to the September 17th College Council for a final reading and review.
There was discussion about moving the meeting day from Wednesday to an off
Thursday when Academic Senate is not meeting, but Academic Policy meets on
those days so there is a conflict. This Accreditation Report has to be sent to the
Commission by October 15th and the first meeting of the PRBC has to be held
before the report is sent. The next meeting of the PRBC will take place on
Wednesday, September 15th at 3 p.m. Yvonne, the outgoing chair, will call the
first meeting. Marcia Corcoran moved to approve the amended changes made,
and Jim Matthews seconded the motion.
Process Evaluation Results of the Classified Prioritization Process (PERCPP)Gordon Watt and Yvonne Wu Craig highlighted changes in the process, which
was piloted in 2009/2010 and went well, especially with the SERP retirements.
The process was reviewed and evaluated at the last Classified Senate meeting.
Senate’s consensus is to pilot it one more year before it is codified. Senate
wanted to see how the process would work in a typical hiring environment, with
mid-planning cycle vacancies, and to see how we want to handle that and how it
would work in that context. Yvonne proposed that this process be moved and
piloted for one more year. There should be a review of positions that are
presented at Board through resignations or retirements, especially during midyear cycles. A staff member would update the list. The deans identified that a
problem might arise when a classified professional gives a two-week notice, and
the dean has only 60 days to fill the position. There is not sufficient time to go
through the classified prioritization pilot process without interrupting the well
functioning of the college, so rehiring must occur. The consensus of Council is to
accept the document with the amendments.
Meeting Adjournment
The meeting was adjourned by President Barberena at 3:42 p.m.
kls
Approved: 9/17/10
5
Office of the President (510) 723-6640  FAX (510) 723-7126  25555 Hesperian Boulevard, Hayward CA 94545