College Council
Thursday, December 11th, 2008
Minutes
PRESENT AT MEETING
President Celia Barberena, Rachel Ugale, Barbara Ogman, Chad Mark Glen, Gary
Carter, Steve Piatetsky, Yvonne Wu Craig, Matt Kritscher, Melinda Matsuda, Dr. Carolyn
Arnold, Justin Reyes, Jessica Gutierrez, Yi Tsao, Susan May, Nancy Soto, Judy Young,
Dr. Marcia Corcoran, and Tram Vo-Kumamoto.
The meeting was called to order by President Celia Barberena at 2:02 p.m.
M INUTES
The minutes from the November 7th, 2008 meeting were reviewed by the Council. A
recommendation was made by Dr. Gary Carter on page four where it should state: 100%
of the Arts and Humanities Division staff, consisting of classified professionals, adjunct
and full-time faculty, and administration, were in agreement of the division’s name
change to the “School of the Arts”.
Agenda Items
ADMINISTRATIVE SERVICES PROGRAM REVIEW
Dr. Carolyn Arnold stated that Chabot has a program review process for Academic and
Student Services, but there has not been a program review process in place for
Administrative Services. Administrative Services includes these areas: President’s
Office, Administrative Services, Chabot College Foundation, Business Office,
Institutional Research, Mail Room and Switchboard, Grant Development, Media
Services, VP Offices, Information Technology Services, Division Offices, Bookstore,
Marketing, and Campus Safety and Security.
As part of a requirement for Accreditation, Chabot is supposed to have a program review
for all units on campus. Dr. Arnold has been charged with coming up with a proposed
plan for Chabot for a program review process for Administrative Services. She has
provided some models from Cabrillo and Contra Costa Colleges.
The goal is to keep this process as simplified as possible. The process needs to be
devised and implemented by the time the Accreditation visit occurs this Fall. Dr. Arnold
provided an overview of a draft document that she distributed.
The program review process will be completed in a one-semester process. It will be
made up of a very lean team from each of the units, and led by the administrator. A data
collection will occur, and an assessment of our campus services will be completed by
staff. Other data that will need to be collected will include: 1) What are the future trends
in your area that you will need in technology; 2) New trends. Each of these offices has
had a way of measuring what their
services are, who their clients are,
and each office will have
quantifiable outcome. All of the
information will then be gathered
and then written up in a report by an
administrator.
The simple outcome will include
they found in the things they
three pages of narrative about what
looked at using IPBC’s model of a
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College Council
Thursday, December 11th, 2008
unit plan (where every thing that is produced should go somewhere). The narrative
section will be included in the Education Master Plan. The report will also include an
action plan that will be based on what was found, the strengths of their office, things that
need to be improved, and things to improve on on-going things (i.e., these will be the
beacons for the next four years for the units plans). They will be able to see how far on
their program review action plans that they are.
OVERVIEW
Administrative Services support student learning by creating the conditions under which
it can occur. Each Administrative Services office will conduct a program review to:
• determine its strengths, effectiveness and the satisfaction of its primary users.
• identify areas that need improvement.
• align administrative services goals with the college mission, goals, and priorities.
• determine the office’s major goals, objectives, and resources needed for the next
four years.
PROCESS
• every four years during one semester.
• program review team led by administrator/coordinator of office:
ƒ includes representative group of staff from the office.
ƒ collects and discusses survey and outcomes data.
ƒ compiles and discusses future trend information.
• administrator/coordinator of office writes or delegates:
ƒ narrative summary and action plan.
OUTCOMES
• 3-page narrative summary of the program review findings
(used by IPBC for college planning and to update Educational Master Plan).
• Action plan that includes the office’s goals, objectives, and resource needs
(used by the office for unit planning and to request resources).
STUDENT SERVICES PROGRAM REVIEW/SLO’S & SAO’S
Melinda Matsuda gave an overview of the Program Review process for Student
Services. Student Services are organized according to the following units for the
purpose of Program Review, which also aligns with the organization of programs and
services for the purpose of Unit Planning: Admissions & Records, Children’s Center,
Counseling Instruction (PSCN Curriculum) which follows an instructional model, Daraja,
DSPS, EOPS/CARE/CalWORKS, Financial Aid, International Students Program,
Matriculation
&
Counseling
and
includes
Assessment/Orientation,
Counseling/Advisement & Student Follow-up, Office of Student Life, Office of the Vice
President which includes Student Access & Community Outreach, Student Discipline, &
Non-Discrimination, Puente, Student Health Center, Transfer/Articulation, Career and
Employment Services, TRIO-ASPIRE, TRIO-Educational Talent Search, and Veteran’s
Affairs.
OVERVIEW
Student Services support student
well as according to more specific
unit will conduct a program review
• determine its strengths,
student satisfaction.
learning and success overall, as
outcomes. Each Student Services
to:
effectiveness,
and
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Office of the President (510) 723-6640  FAX (510) 723-7126  25555 Hesperian Boulevard, Hayward CA 94545
College Council
Thursday, December 11th, 2008
•
•
•
identify areas that need improvement.
align goals with the college mission, goals, and priorities.
determine the unit’s major goals, objectives, and resources needed.
PROCESS
The Program Review will be led by the administrator and/or the coordinator of each unit
in conjunction with faculty and staff from the unit. Each unit will incorporate the
identification of at least one Student Learning Outcome and the appropriate number of
Service Area Outcomes (SAO’s) to adequately review the program or unit. Appropriate
assessment data, including survey results, service outputs, and student success
outcomes will be compiled and analyzed with input from students, faculty, staff, and
other administrators.
OUTCOMES
The Program Review will produce a summary of the Program Review findings and an
Action Plan for improving and/or strengthening the unit for continuous quality
improvement. This Action Plan will be incorporated into the goals and objectives of the
Unit Plan. The following components will be included in the Program Review document.
Asterisked items should be the same as what is found in the Unit Plan.
I.
II.
III.
IV.
V.
VI.
VII.
VIII.
IX.
Brief description of the unit or program (same as unit plan)*.
Staffing.
Relationships with other college units.
Status of unit accomplishments, goals, and objectives (same as unit plan)*.
Student Learning Outcomes:
• Means of Assessment.
• Timeline.
• Responsibilities.
• Results.
Service Area Outcomes:
• Means of Assessment.
• Timeline.
• Responsibilities.
• Results.
Unit’s Support for College-Wide Learning Outcomes*.
Findings.
Action Plan for improving and/or strengthening the unit.
2009-2012 STRATEGIC PLAN
Yvonne Wu Craig and Tram Vo-Kumamoto presented a PowerPoint about the goals and
strategies of the 2009-2012 Strategic Plan.
Yvonne reviewed a timeline of activities that included: in 2007-2008, the Unit Plans
forms
were
revised
and
streamlined; in March 2008, Unit
Plans were submitted; in May
2008, the Division Summaries were
submitted; an IPBC Planning
Retreat was held in May 2008; at
the August 2008 Convocation, the
Priority Themes were discussed;
and in Fall 208, an Update of the
Strategic Plan was made.
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Office of the President (510) 723-6640  FAX (510) 723-7126  25555 Hesperian Boulevard, Hayward CA 94545
College Council
Thursday, December 11th, 2008
The Strategic Plan is created in conjunction with the Educational Master Plan which also
sets the long-term direction of the College. The language in the Strategic Plan has been
edited to be more user-friendly and accessible to the college and our local communities.
Resources used to create the Plan include: the 2008-2009 Priority Themes, the
Educational Master Plan for 2005-2015, prior College strategic plans, Unit Plans for
2007-2009, and the Committee Goals, Objectives, and Summaries for 2008-2009. A
specially printed brochure outlining and highlighting the overall goals and strategies of
the plan was recently published and includes these themes: awareness and access;
student success; community partnership; vision, innovation, and leadership, and the
institutional core values and framework of the college. Copies of the brochure are
available upon request with the Office of the President.
CLOSE OF MEETING
MEETING ADJOURNMENT
President Barberena adjourned the Council at 3:03 p.m.
UPCOMING MEETINGS For 2009
•
Friday, February 6th, 1 p.m., Board Room. Please submit agenda items by
Thursday, February 5th.
•
Friday, March 6th, 1 p.m., Board Room. Please submit agenda items by
Thursday, March 5th.
•
•
•
Friday, April 3rd, 1 p.m., Board Room. Please submit agenda items by Thursday,
April 2nd.
Friday, May 1st, 1 p.m., Board Room. Please submit agenda items by Thursday,
April 30th.
Friday, June 5th, 1 p.m., Board Room. Please submit agenda items by Thursday,
June 4th.
kls
1/27/09
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Office of the President (510) 723-6640  FAX (510) 723-7126  25555 Hesperian Boulevard, Hayward CA 94545