REDWOODS COMMUNITY COLLEGE DISTRICT
Meeting of the Integrated Committee Chairs
Monday, April 23, 2012
10:00am-noon Boardroom
Agenda
Outcomes Expected:
1. General agreement on description of how the program review and annual planning and
allocation process works, committee charges, and the information each committee needs to
complete their work.
2. General agreement on what information to include in committee operating agreements
(internal committee work).
Review Notes from April 2 meeting
Timetable for aligning functional plans to the strategic and education master plans—May, 2012
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o
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Basic Skills Plan
Enrollment Management Plan
Student Equity Plan
Technology Master Plan
Facilities Master Plan
Snapshot of draft updated program review and integrated planning model.
o Future of Furniture and Equipment Committee
Review revised realigned committee charges
Discussion of integrated planning
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Part 1: Description of how our program review and integrated planning process

Define the roles and interactions of committees evaluating and making decisions regarding
the “resource” portions of planning

Define the roles and interactions of committees evaluating and making decisions regarding
the “non-resource” portions of planning – enrollment management, basic skills, student
equity.

Define the planning and feedback process of program and discipline improvement. Include
the process of defining Quality Improvement Plans and discipline planning goals.

VP’s aggregate operational requests ($5,000 or less) and forward to BPC
Part II: How the committees work

General Recommended Modifications for Planning Committees

Specific Recommended Modifications
REDWOODS COMMUNITY COLLEGE DISTRICT
Meeting of the Integrated Committee Chairs
Monday, April 2, 2012
3:00-5:00 p.m.
Boardroom
NOTES
Present: Sue Alton, Bob Brown, Jeff Cummings, Pat Girczyc, Utpal Goswami, Lee Lindsey, Roxanne
Metz, MaryGrace McGovern, Keith Snow-Flamer, Bruce Wagner, and Maggie White.
OUTCOMES OF THE MARCH 24 PLANNING SUMMIT
MaryGrace reported the outcomes of the planning summit that was held on March 24, 2012. According
to the results of the rubric, the committee has made significant progress. Everything has been completed
or is in progress. The following outcomes were discussed:
The scope and charges of the committees could be more refined. How do they fit in with the
program review charge and the discontinuance policy?
Comments:
-The charge of the committee should be defined by the governance process. The boundaries of
the committee should be defined by the president.
-The structure is fine, but the roles and boundaries of the committees need to be clarified.
Define and have persistent language throughout committees.
Determine how the committees link to the Strategic and Education Master Plans.
Have a standardized feedback mechanism, so the committees receive feedback about requests.
Assessment data should be used by committees. Before decisions are made, they should look at
the number of students that will be impacted.
Co-chairs of committees should have discussions about how things function. Was the
information that was passed on to the committees coherent?
There was a discussion about assessment within the committees and the importance of appointing the
right person to a committee.
DEVELOP COMMITTEE ACTIONS TO ADDRESS SUMMIT FINDINGS
The following committee actions were suggested:
SLO’s and PLO’s need to be integrated in the program reviews.
Comments:
-It was suggested that SLO’s be included in faculty contracts.
-Assessments need to be completed before grades are submitted.
-We need to be able to enter multiple SLO’s and PLO’s at one time.
We need to update APs for the Financial Advisory Committee.
We need to deactivate obsolete committees and combine others.
There was a discussion about the planning process and who would be responsible for monitoring
the process. The IEC evaluates the planning process. Roxanne could monitor the planning
process.
We need data analysis—input-output for each committee.
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We need to build a foundation so the committee system functions, maintains itself, and has good
communication. The chair of the committee could be responsible for making sure that their
committee is following the planning process.
We need to improve communication between committees about recommendations and methods
of receiving feedback. Decisions should be data informed and documented.
It was recommended that committees prioritize requests and decide which ones should be
considered. Important requests should be included in program reviews. Small requests (below
$5,000) should be reviewed by deans or at the division level.
ALIGNING FUNCTIONAL PLANS TO THE EDUCATION MASTER PLAN
The following suggestions were made:
They are looking at objectives that are relevant to the education plan and developing Education
Master Plan goals.
Everything in the Strategic Plan will be linked to at least one plan. Subsequent plans will
elaborate on it.
Unit plans will be driven by the plans they are closest to. The information will be included in
program reviews. When the unit plans are completed, they will be connected to the Strategic
Plan. The managers or deans will make sure the plans are connected.
Adjust the program review process so the QIP is updated or a new unit plan is written annually.
The unit plan will be tied to assessment and institutional planning at some level. All of the
requests will be based on the unit plan.
We need to build the right process, so we make the right decisions.
RECOMMENDATIONS FOR IEC TO CONSIDER
Re-align committee charges.
Look at including the Basic Skills Committee and the Student Equity Planning Committee in the
integrated planning model.
The meeting adjourned at 4:30 p.m.
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Realigned Committee Scope/Charges
Enrollment Management Committee
Scope
1. Develop a holistic, comprehensive, and integrated approach to enrollment management (data
2.
3.
4.
5.
6.
7.
analysis, curriculum and program mix, retention and persistence, advising and recruitment,
marketing/promotion, budget, and technology);
Recommend scheduling strategies, instructional, and student support plans to enhance student
access, success, retention, persistence, and goal attainment;
Analyze enrollment trends, patterns, projections, and growth as well as basic skills student
achievement data;
Provide recommendations and information to divisions and units on the implementation of
enrollment targets and emergent enrollment management issues;
Process and act on student equity, success, retention, goal attainment data received from PRC and
recommend budget to the BPC;
Recommend enrollment targets when necessary; and
Provide leadership for the development of the enrollment management plan.
Facilities Planning Committee
Scope
1.
2.
3.
4.
Review college facilities master plan and educational master plan for consistency;
Review new facilities projects;
Review and make recommendations on the college’s deferred maintenance program;
Review college facilities use policies and procedures;
Assist in the development of facilities maintenance standards and quality control for all college
facilities;
5. Review projects and make recommendation on priorities for bond funded facilities; and
6. Receive facilities and furniture planning requests (greater than $5,000) from PRC and forward
recommendations to BPC.
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Budget Planning Committee
Scope
1. Assist in the development of budget assumptions and reaffirm revenue projections and
periodically review institutional budget in relation to state average and cohort schools;
2. Review the prioritizations of the Integrated Planning Functional committees and Program Review
resource requests that meet criteria of $5000 or greater to develop a recommended rank order for
funding;
3. Review operational requests for resources greater than $5,000 from Vice Presidents and develop
rank order for funding;
4. Recommend allocation mechanism for distributing/reducing funding for personnel, operational
and planning requests;
5. Assists in the development of the final budget by establishing incremental funding plans should
the state funding vary from the assumptions;
6. Conduct budget hearings as necessary to receive constituency/departmental input on budget
requests;
7. Develop long term (3-5 years) budget strategies and maintains a long term budget plan; and
8. Develop and recommends policies/procedures for effective budget planning and control.
Technology Planning Committee
Scope
1.
2.
3.
4.
5.
Recommend development and use of instructional and information technology at CR;
Recommend academic enterprise system integration needs;
Recommend the adoption of new academic technology tools/systems;
Recommends the use of academic technology;
Receive technology and equipment planning requests from PRC and forward recommendations to
BPC;
6. Develop and revise the IT Disaster Recovery Plan subject to available resources; and
7. Receive technology planning requests (greater than $5,000) from PRC and forward
recommendations to BPC.
Basic Skills Committee
Scope
1. Recommend and support educational programs, student support services, and matriculation
policies that enhance retention, persistence, and academic success of basic skills students;
2. Promote the use of effective practices in developmental education for administrative, student
services, and instructional programs;
3. Provide professional development regarding effective practices in developmental education.
4. Track basic skills students from entry to completion;
5. Assess and evaluate the programs designed to improve student success;
6. Allocate and oversee expenditures of BSI categorical funds; and
7. Process and act on basic skills data received from PRC and recommend actions to the EMC.
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Program Review Committee
Scope
1. The sequence, notification and evaluation of Comprehensive and Annual program review
documents;
2. The format for program reviews, to include an evaluation of (1) program/unit goals and purpose,
(2) program description, (3) program effectiveness, (4) recommendations and planning for
program improvement, (5) course/discipline/program PLOs/SLOs and assessment, (6) student
achievement data, and (7) actions taken since last program review;
3. The identification and provision of appropriate institutional research data and support for the
programs and units being reviewed;
4. The calendar of program review activities;
5. The forwarding of program review subcommittee summaries and executive summaries; and
6. The forwarding of the Program Review Committee executive summaries, Comprehensive and
Annual “tear outs” to the appropriate Integrated Planning Functional Committee’s
Institutional Effectiveness Committee
Scope
1. Evaluate 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. Monitor and refining the ongoing planning process;
3. Develop and assessing critical institutional effectiveness outcome measures to inform the
planning process;
4. Provide an annual evaluation of progress toward achievement of the institution’s strategic
initiatives;
5. Provide an annual assessment of the effectiveness of the planning committees and the
institutional planning process to the College Council;
6. Establish regular communication with the campus community regarding the institutional planning
process and gaining input from the college community regarding planning issues; and
7. Promote an ongoing, robust and pervasive dialog about institutional effectiveness.
Staff/Professional Development
Scope
1. Provide professional development training programs for all college employees.
2. Offer opportunities for professional development that are designed to enhance the performance
and effectiveness of the participants in their current positions and to broaden the employees'
knowledge and skills to prepare them for future job responsibilities aligned with the mission and
values of the college.
3. Work with the appropriate vice president to reviews rank and recommend department requests to
the president based upon growth assumptions, budget, and assessment data and other specific
data.
Student Equity Plan Committee
Scope
TBD
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General Recommended Modifications for All Planning Committees
1. Include committee charge, processes, and membership responsibilities.
2. Calendar of planning functions, data exchanges, decision making, and feedback to provide
information for budgeting, decision making, and continuous improvement of the process.
3. Describe how committees are aligned with each other and the strategic plan and mission of the
college.
4. Hold a committee organizational meeting to discuss how the committee works, roles and
responsibilities, and committee norms.
5. All committees will review program review executive summary at the beginning of each planning
cycle.
6. Resource-related planning chairs will meet at the beginning of each planning/budgeting cycle to
evaluate, distribute, and/or reject program review “resource requests” (alternate process:
Planning coordinator (or IEC chair) to facilitate and prepare spreadsheets/reports for integrated
planning functional committees)
7. All resource allocations will incorporate program review findings, links with the strategic/education
master plan, and outcome assessments into their work and prioritization of requests.
8. Ranking of resource items includes references to program review data including links to the
strategic plan and assessments.
9. Include educational effectiveness as a demonstrated priority in all planning structures and
processes.
10. VPs, Deans, Directors (if appropriate) use program review information to propose annual
operational budgets to BPC. These proposals should be presented “in person” to the BPC so the
basis for budgets can be discussed and the BPC can evaluate the needs relative to program review
data and planning.
11. Include educational effectiveness as a demonstrated priority in all planning structures and
processes. This will be stated in mission and scope of each committee. Demonstrated through
use of assessment/program review data and Strategic/Ed Master planning goals in each step of the
planning process.
12. Hold an annual “pre summit” training meeting with planning committee co-chairs at the
beginning of each budget-planning cycle (early fall). The roles, procedures and boundaries of the
committees are described. The larger planning process and links to outcomes assessment, the
strategic plan, education master plan, and college mission are described and discussed.
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Specific Recommended Modifications
Program Review (PRC)
1. Rename “Needs Addendum” to “Resource Request” – this is a more accurate description of the
process.
2. Modify resource requests to include reasoning and justifications linked to strategic plan,
educational master plan, SLO’s and PLO’s for all requests. In addition, establish additional
information within requests that demonstrates total cost of ownership – Standard III
3. Define resource requests to better match resource items considered by the BPC ($5,000.00+?).
Define a separate process where operational budgets are proposed by Deans, VPs, etc based on
program review summaries. The “Resource Request” should not include operational budget
items.
4. Establish an initial feedback form to be distributed by the BPC to all constituents who received
funding allocations from “resource requests” (needs addenda) in the 2009-10 and 2010-11 years.
5. Establish a sustainable feedback form within program reviews that informs how requests that
were funded assisted that area in meeting strategic plan, educational master plan, SLO’s and
PLO’s from previous year’s request.
6. Program review templates to report whether allocation of resources result in improvements. Put
this in the “resource request” (needs addendum) or the template itself. –
7. Create an “Assessment and Planning” Tab for the program review template. This section will
require:
o discussion of assessment results and improvement actions
o discussion of plans formed (improvement actions) based on assessment results
o discussion of how assessment results were used to inform the QIP (or planning goals)
8. Incorporate student equity data into program reviews – require program analysis.
9. Provide program review executive summary in terms of equity analysis.
Budget Planning Committee (BPC)
1. Include in budget reporting, a linkage of all financial resource allocations to mission and goals of
institution.
2. Establish an initial feedback form to be distributed by the BPC to all constituents who received
funding allocations from needs addenda requests in the 2009-10 and 2010-11 years. The purpose
is to establish some evidence prior to next year’s program review as to how the funding has
assisted in meeting their needs and how that links to college mission and goals
3. Spreadsheet from Measure Q requests linking requests to current strategic plan, educational
master plan, SLO’s and PLO’s. BPC recently submitted current budget ranking recommendations
with linkages to strategic plan, educational master plan, SLO’s and PLO’s.
4. Establish a sustainable and meaningful data base that clearly shows how resource allocations
helped constituents meet mission, strategic plan, educational master plan, SLO’s and PLO’s while
improving reporting and communication district wide the process of institutional priorities with
financial planning.
5. Establish a minimum $5,000 threshold for requests.
6. Reject all resource requests that are not linked with program review, assessment, learning
outcomes, not health and safety required, or operationally imperative.
7. Review program review executive summary at the beginning of each planning cycle.
8. Continue to complete annual surveys and self-assessment report –this provides an evaluation of
process and goals from previous annual – report is forwarded to IEC.
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Enrollment Management Committee
1. Incorporate a statement that educational effectiveness is a demonstrated priority in Mission/Scope of
committee (see Facilities Committee Mission as an example).
2. Review program review executive summary at the beginning of each planning cycle.
3. Continue to complete annual surveys and self-assessment report –this provides an evaluation of
process and goals from previous annual – report is forwarded to IEC.
Technology Planning Committee
1. Incorporate a statement that educational effectiveness is a demonstrated priority in Mission/Scope of
committee (see Facilities Committee Mission as an example).
2. Ranking of resource items includes references to program review data including links to the strategic
plan and assessments.
3. Review program review executive summary at the beginning of each planning cycle.
4. All resource allocations will incorporate program review findings, links with the strategic/education
master plan, outcome assessments, and total cost of ownership. This will be reported as part
resource request prioritization
5. Continue to complete annual surveys and self-assessment report –this provides an evaluation of
process and goals from previous annual – report is forwarded to IEC.
Facilities Planning Committee
1. Incorporate a statement that educational effectiveness is a demonstrated priority in Mission/Scope of
committee
2. Ranking of resource items includes references to program review data including links to the strategic
plan and assessments.
3. Review program review executive summary at the beginning of each planning cycle.
4. All resource allocations will incorporate program review findings, links with the strategic/education
master plan, outcome assessments, and total cost of ownership. This will be reported as part
resource request prioritization.
5. Continue to complete annual surveys and self-assessment report –this provides an evaluation of
process and goals from previous annual – report is forwarded to IEC.
Student Equity
1. Review program review executive summary in terms of equity analysis.
2. Present SEP findings annually to the Board.
3. Continue to complete annual surveys and self-assessment report –this provides an evaluation of
process and goals from previous annual – report is forwarded to IEC.
Basic Skills Committee
1. Incorporate a statement that educational effectiveness is a demonstrated priority in Mission/Scope of
committee (see Facilities Committee Mission as an example).
2. Review program review executive summary at the beginning of each planning cycle.
3. Continue to complete annual surveys and self-assessment report –this provides an evaluation of
process and goals from previous annual – report is forwarded to IEC.
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Institutional Effectiveness Committee
1. Establish a standing “planning committee” that oversees and updates the Strategic and Master plans
– A subcommittee of the IEC with a charge to annually evaluate and update plans at the direction
of the IEC.
2. Address program review executive summaries and non-resource aspects of planning such as basic
skills, student equity, and enrollment management IEC’s year-end report.
3. Incorporate a statement that educational effectiveness is a demonstrated priority in Mission/Scope of
committee (see Facilities Committee Mission as an example).
4. Expand master planning calendar to include institutional plans and related processes (such as SEP
annual analysis). Dates for evaluation and revisions of strategic and education master plans must be
incorporated into master planning calendar.
5. Continue to evaluate, and report on, effectiveness measures and indicators will be evaluated and
reported each year by the IEC. This evaluation must be included in the master planning timeline to
ensure a review of the measures and indicators data.
6. Continue to sponsor planning summits and implement work-plans around ongoing, pervasive and
robust dialog. Continue to measure and assess the effectiveness measures scorecard.
7. IEC’s year-end executive report will address program review executive summaries.
8. IEC’s year-end executive report will address non-resource aspects of planning such as basic skills,
student equity, and enrollment management
9. Promote an ongoing, robust and pervasive dialog about institutional effectiveness
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