REDWOODS COMMUNITY COLLEGE DISTRICT
Meeting of the Integrated Committee Chairs
Monday, April 23, 2012
10:00am-noon Boardroom
Agenda/Notes
Outcomes Expected: The meeting outcomes were achieved.
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: Reviewed
Timetable for aligning functional plans to the strategic and education master plans—May, 2012
o
o
o
o
o
Basic Skills Plan
Enrollment Management Plan
Student Equity Plan
Technology Master Plan
Facilities Master Plan
The participants were reminded that the unit plans will be aligned with the educational master plan in
May.
Snapshot of draft updated program review and integrated planning model.
o Future of Furniture and Equipment Committee
o The model was reviewed and suggestions made for improvement.
 A unit plan ―grey box‖ was inserted between the Education Master Plan and
Program Review box to better show plans linkages.
 The Academic Senate box was moved the bottom of the model.
 The Furniture and Equipment box was removed and the planning functions
included in the operational requests, technology or facilities planning processes.
 An ―Operational Budget Request‖ box was added to show that operational
budget requests from the divisions (less than $5,000) go through a different
process than larger ―planning‖ requests.
 Arrows going to and from the IEC was included to reflect the additional scope
change for the IEC—clearinghouse student success and achievement data.
Review revised realigned committee charges: See below
Discussion of integrated planning
Part I
 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.
How program review in the integrated planning process.
The model was discussed and the participants understand how the “pieces” fit and how program review
integrates with the integrated planning process.

VP’s aggregate operational requests ($5,000 or less) and forward to BPC: Accepted and
added to the model
Part II: How the committees work

General Recommended Modifications for Planning Committees: See Below.

Specific Recommended Modifications: See Below.
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Realigned Committee Scope/Charges
Enrollment Management Committee
Scope
1. Develop a holistic, comprehensive, and integrated approach to enrollment management (data
analysis, curriculum and program mix, retention and persistence, advising and recruitment,
marketing/promotion, budget, and technology);
2. Recommend scheduling strategies, instructional, and student support plans to enhance student
access, success, retention, persistence, and goal attainment;
3. Analyze enrollment trends, patterns, projections, and growth as well as basic skills student
achievement data;
4. Provide recommendations and information to divisions and units on the implementation of
enrollment targets and emergent enrollment management issues;
5. Process and act on student equity, success, retention, and goal attainment data received from the
BSC, SEP, and PRC and submit budget to the BPC;
6. Recommend enrollment targets when necessary; and
7. Provide leadership for the development of the enrollment management plan.
Accepted as revised
Facilities Planning Committee
Scope
1.
2.
3.
4.
5.
Review and make recommendations for the college facilities master plan;
Recommend new facilities projects;
Review and make recommendations on the college’s deferred maintenance program;
Recommend college facilities use policies and procedures;
Assist in the development of facilities maintenance standards and quality control for all college
facilities;
6. Recommends priorities for bond funded facilities; and
7. Evaluates facilities and furniture, and equipment planning requests (greater than $5,000) from
PRC and forward recommendations to BPC.
8. Accepted as revised
Budget Planning Committee
Scope
1. Assist in the development of budget assumptions and reaffirm revenue projections and annually
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 between personnel,
operational and planning requests;
5. Assists in the development of the final budget by establishing fiscally sound funding plans based
on the Governor’s January budget proposal, Governor’s May revised budget proposal, other
budgets as the Governor may propose, and the legislatively adopted budget;
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6. Conduct budget hearings as necessary to receive constituency/departmental input on budget
requests; and
7. Assist in the development of long term (minimum 3 years) budget plans.
Accepted as revised
Technology Planning Committee
Scope
1.
2.
3.
4.
5.
Develop and maintain the Technology Plan;
Recommend development and use of instructional and information technology at CR;
Recommend the adoption of new academic technology tools/systems and training;
Develop and revise the IT Disaster Recovery Plan subject to available resources; and
Receive technology and equipment 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. Allocate and oversee expenditures of BSI categorical funds; and
6. Process and act on basic skills data received from PRC and recommend actions to the EMC.
Accepted as presented
Program Review Committee
Scope
1. Provide the sequence, notification and evaluation of Comprehensive and Annual program review
documents, including the following:
Program description
Program/unit goals and purpose
Program effectiveness
Student achievement data
Assessment results, planning for program improvement (QIP)
Resource allocation requests, including assessment results from previous year’s
allocation
2. Identify and provide appropriate institutional research data and support for the programs and units
being reviewed;
3. Develop the calendar of program review activities; and
4. Develop the program review summaries to authors, and executive summaries to planning
committees, Academic Senate, and Board of Trustees
Accepted as revised
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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 recommend refinement of the 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. Facilitate 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.
8. Evaluate effectiveness of prior years’ budget allocation.
9. Review and forward to the appropriate committee and operational unit, student equity, success,
retention, and basic skills data.
Accepted as revised
Staff/Professional Development
Scope
1. Provide a comprehensive professional development program to include assessment of needs,
planning, and evaluation of activities.
2. Work with the appropriate vice president to review and recommend department requests to the
president based upon growth assumptions, budget, and assessment data and other specific data.
3. Ensure all professional development efforts (FLEX committee, faculty development committee,
Distance Ed., Community Ed., and the former Professional Development Task Force) meet the
training needs of District personnel and are coordinated, non-duplicative, consistently assessed,
well communicated, and adequately documented.
Accepted as revised
Student Equity Plan Committee
Scope
TBD
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/orientation 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. Director of Planning 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.
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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.
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.
Specific Recommended Modifications
Program Review (PRC)
1. 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
2. Define resource requests to better match resource items considered by the BPC ($5,000.00+?).
3. 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 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.
5. Incorporate student equity data into program reviews – require program analysis.
6. Provide program review executive summary in terms of equity analysis.
Accepted but the following were referred to the PRC for discussion.
7. Rename “Needs Addendum” to “Resource Request” – this is a more accurate description of the
process.
8. Program review templates to report whether allocation of resources result in improvements. Put
this in the “resource request” (needs addendum) or the template itself. –
9. 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)
Budget Planning Committee (BPC)
1. Include in budget reporting, a linkage of all financial resource allocations to assessment and
planning.
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.
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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. Review program review executive summary at the beginning of each planning cycle.
7. 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.
Accepted with revisions
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.
Accepted
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.
Accepted
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.
Accepted
Student Equity
1. Review program review executive summary in terms of equity analysis.
2. Present SEP findings annually to the Board.
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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.
Accepted
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.
Accepted
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
10. Provide annual reports to various constituents that assess each of the institutional plans (Strategic
plan, Ed Master Plan, Student Equity Plan, Technology Plan, etc.). These reports will provide an
evaluation of student and institutional achievement to comprehensively guide planning efforts of the
planning committees and units.
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