REDWOODS COMMUNITY COLLEGE DISTRICT
Meeting of the Institutional Effectiveness Committee
Wednesday, September 28th
3:00-5:00
LRC 107
AGENDA
1. Call to Order
2. Minutes
3. Action Items
3.1 Clarify role of IEC
3.1.1.1 Finalize Operating Agreement
3.1.1.2 Separate Agreement into parts: “Operating Agreement,” “Action
Plans/Meeting times”
3.2 Revise meeting dates: delete June 20 and July 25/add March 7 and August
3.3 Approve committee‟s support the district goals and objectives statement
4. Discussion Items
4.1 Director of Planning, Grants and Institutional Effectiveness
4.1.1 Role and responsibilities in Planning
4.1.2 IEC‟s role in moving forward
4.2 Review status of 2011-12 IEC Action Plans and
4.2.1 Process of issuing the annual report
5. Reports
5.1 Director‟s Report Out
6. Adjournment
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REDWOODS COMMUNITY COLLEGE DISTRICT
Meeting of the Institutional Effectiveness Committee (IEC)
7351 Tompkins Hill Road, AD 201 (Boardroom)
Wednesday, September 21, 2011
3:00 p.m.
NOTES
MEMBERS
PRESENT
Rachel Anderson, Jeff Cummings, Sally Frazier, Angelina Hill,
Roxanne Metz, Julia Peterson, Mike Peterson, Carla Spalding, Keith
Snow-Flamer
ALSO PRESENT
Maggie White
DISCUSSION
OPERATING
AGREEMENT
There was discussion regarding the operating agreement and the
revisions that were made to improve readability, clarity and eliminate
redundancy. Several suggestions were made regarding format and
changes to some of the verbiage. Keith will make the suggested
revisions and return to the committee for final approval.
The committee also discussed membership and how the committee was
restructured and its role. IEC will take a look at the strategic level and
how the committees are linking together. Roxanne, in her position will
serve as the feedback loop between the functioning committees and
IEC.
MEETING
DATES
Meeting will take place on the following dates:
9/28 – 3-5:00* special meeting
10/12 – 3-5:00
1/25 – 3-5:00
4/11-3-5:00
6/20 – 3-5:00
7/25 – 3-5:00
FUTURE
AGENDA ITEMS
How the Director, Planning, Grants & Institutional Effectiveness
interfaces with the committee.
Revised Operating Agreement
Annual Report
ADJOURNED
The meeting adjourned at 4:35 p.m.
SUBMITTED BY
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Institutional Effectiveness Committee Operating Agreement
Purpose
The purpose of the Institutional Effectiveness Committee (IEC) is to ensure the implementation
and ongoing assessment of the institutional planning process, to compare the college‟s
performance to its stated mission and strategic goals, and to examine the effectiveness indicators
to ensure that the college is meeting ACCJC/WASC requirements.
The IEC accomplishes its purpose by:
1. Evaluating the integration of the planning process, including, but not limited to a
coordinated, institutional approach in addressing college priorities and the
interrelationship among institutional plans;
2. Monitoring and refining the ongoing planning process;
3. Developing and assessing critical institutional effectiveness outcome measures to inform
the planning process;
4. Providing an annual evaluation of progress toward achievement of the institution‟s
strategic initiatives achievements;
5. Providing an annual assessment of the effectiveness of the planning committees and the
institutional planning process to the College Council; and
6. Establishing regular communication with the campus community regarding the
institutional planning process and gaining input from the college community regarding
planning issues.
Decision Making
The Committee will use a consensus decision-making process in the development of its actions.
Actions developed by the Committee are forwarded to the president and the College Council for
dissemination and discussion by the constituencies and the college community at large.
Membership
Committee Membership
Two representatives from Program Review Committee: Cheryl Tucker and Hillary Reed
Two representatives from Strategic Planning Committee: Carla Spalding and 1 faculty
member
Two representatives from Education Master Plan Committee : Julia Peterson and Mike
Peterson
One representative from CSEA: Sally Frazier
One representative from the Dean‟s Council: Jeff Cummings
One representative from ASCR
Director of Institutional Research: Angelina Hill (Ex Officio)
Director of Planning, Grants, and Institutional Effectiveness: Roxanne Metz (Ex Officio)
Vice President: Keith Snow-Flamer
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The chair of the Committee will be a vice president appointed by the president
The membership shall:
Make student success a top priority
Be open to new perspectives
Express opinions in ways that preserve integrity and promote mutual understanding and
collaboration
Consider all the facts and available information before making decisions
Ensure that all voices are heard
Use time efficiently and stay on task
Take advantage of the opportunity to communicate, collaborate and learn from each
Accept and support decisions reached through consensus
Planning Principles
The IEC embraces the following planning principles:
1. The planning process and the plans that it yields will be PLO/SLO outcomes based,
learning-centered, and will support the quality of the College.
2. The planning process will be collaborative by operating within the collegial consultative
structure and which ensures broad-based participation and by providing a means for
stakeholder groups to be heard and to influence the plan.
3. The process will build trust through effective communication and negotiation, by
providing a safe environment to identify and challenge assumptions and by supporting
agreements on shared values.
4. The process will be meaningful in that it will help the College to establish a vision of the
future.
5. The process will be data-driven, using qualitative and quantitative data, routinely
reviewed as the plan is implemented, with the aim of continuous improvement.
6. The process will be as simple as possible while yielding a viable plan and integrating
planning into permanent governing structures and college-wide meetings.
7. The process, its language, its products, and the results of the plan will be communicated
to all employees internally.
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2011-2012 Meeting Dates
September 21 3:00-4:00
September 28 3:00-5:00
October 12
3:00-5:00
January 25
3:00-5:00
March 7
3:00-5:00
April 11
3:00-5:00
June 20
3:00-5:00
July 25
3:00-5:00(if needed)
August 23 (convocation)
Boardroom (special meeting)
L 107 (special meeting)
Boardroom
L107
L107
L 107
L107
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Current Integrated Planning Model
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2011-2012 Action Plans (subject to change depending upon planning issues identified)
Planning Item
Date of
Responsible Status
Completion
Person
Distribute the annual year-end report that to the Cabinet
Summer/Fall
IEC
Complete
and college community.
2011
Assign a coordinator responsible for coordinating the
Summer 2011 President
Complete
institutional effectiveness and integrated planning process.
Incorporate basic skills planning in the integrated
Summer 2011 IEC
planning process
Integrate assessment documents into the program review
Summer 2011 PRC
Complete
process.
More closely tie program review and strategic plan by
Summer 2011 PRC
modifying the Program Review templates so that the
narrative prompts encourage authors to reference the
Strategic Plan in their analysis and goal setting.
Begin developing an institutional effectiveness model that Summer 2011 IEC and
describes an ongoing, institution wide process of planning
Planning
and assessment for the purpose of continuous
Coordinator
improvement and linking planning to mission.
Review previous work IEC and planning committee work, Fall 2011
IEC
develop timeline for future actions, discuss governance
documents, and update the planning narrative as needed
for use in the planning cycle.
Standardize web/online communication: publish all
Fall 2011
Planning
committee documents as both .pdf and .doc or .docx;
Coordinator
decide on location for information; post committee
and
documents, reports, minutes to Inside Redwoods with
Integrated
notice of new postings sent to ALL; and create a common
Planning
Calendar with all committee meeting information and
Committee
agenda
Chairs
All planning committees will revise their operating
agreements to reference the centrality of the college„s
mission to their work and describes how the committee‟s
operations will support the district goals and objectives.
The statement will be displayed on committee websites
Distribute the annual report summarizing the analysis of
the effectiveness of the college‟s planning processes
including the annual plan via the website. This report will
guide all College units in planning the subsequent year„s
work.
Institutional Research department will conduct initial
analyses of data and facilitate workshops and other flex
activities to facilitate dialogue regarding data
interpretation as used for evaluating student learning and
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Reviewed
Annually
beginning Fall
2011
Integrated
Planning
Committee
Chairs
Fall 2011
IEC and
Planning
Coordinator
Fall 2011
Director of
IR
In
Progress
institutional effectiveness. The goal of these workshops is
to develop a collective understanding of the meaning of
data and its interpretation. The process will be refined
based on feedback from workshop participants and data
users (e.g., program review authors).
Develop a process for streamlining planning process
communications internally and externally.
Fall 2011
Fall 2011
IEC and
Planning
Coordinator
Planning
Coordinator
and
Integrated
Planning
Committee
Chairs
Planning
Coordinator
IEC
Spring 2012
IEC
Spring 2012
Integrated
Planning
Committee
Chairs
IEC and
Planning
Coordinator
Standardize planning committee requests and reports
Fall 2011
Ensure all planning committees provide reports that
include actions taken as well as meaningful feedback .
Clarify what issues are Integrated Planning issues and
what issues are not along with who and how these issues
will be addressed. (e.g., emergency requests, new
programs, grants, community education, business training,
projector bulbs repairs, changes).
Update Board and Administrative policies to match IPP
language
Committees set planning agendas based on strategic goals.
Fall 2011
Create a venue for dialog among appropriate groups and
individuals to provide feedback on the integrated planning
process and deploy quantitative and qualitative measures
to assess the planning process and committees.
Prepare the 2011-12 Institutional Effectiveness Annual
Report which documents and quantifies the progress on
each of the college‟s strategic objectives and the unit
plans presented in program reviews.
Spring 2012
Call for progress reports on IE indicators which are
documented in the IEC minutes.
Prepare the final 2011-12 annual report on Institutional
Effectiveness to document and quantify the progress on
each of the college‟s measures.
Ratify and distribute the 2011-12 report on Institutional
Effectiveness district-wide and present the report to the
College Council.
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Spring 2012
IEC and
Planning
Coordinator
Spring 2012
(May)
IEC and
Planning
Coordinator
Fall 2012
IEC and
(Convocation) Planning
Coordinator
IEC and
Planning
Coordinat
or
DRAFT
Support Statement
The Institutional Effectiveness Committee (IEC) supports the District‟s mission by providing
oversight to the implementation and ongoing assessment of the institutional planning process and
monitoring the college‟s performance to its stated mission and strategic goals and effectiveness
indicators.
The committee works with the Director, Planning, Grants, & Institutional Effectiveness to
continuously evaluate and refine the planning process. This academic year, the IEC will focus on
assessing the critical institutional effectiveness outcome measures developed last year, reviewing
the annual planning report and making recommendations for continuous improvement, and
assessing the effectiveness of the planning committees and the institutional planning process.
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