REDWOODS COMMUNITY COLLEGE DISTRICT Meeting of the Institutional Effectiveness Committee Wednesday, February 27, 2013, 3pm – 4:30pm, LRC 107 Summary Notes 1. Call to Order Attendees: Utpal, Jeff, Shannon, Tami, Angelina, Cheryl, Dan, Paul DeMark 2. Discussion Items 2.1 Planning Survey, 2013:  The survey will be sent to all on behalf of the IEC on Thursday, February 28, specifically requesting those who served on planning committees to provide feedback, with a completion deadline of March 22. Program review authors will be asked to provide feedback. The email will provide clarification for individuals to check all committees served (#4), and, an individual serves on more than one committee (#5), to complete one survey for each committee.  An observation that the furniture and equipment committee listed in #5 is now part of the facilities committee, but there are a significant number of resource requests for equipment that are not technology, facility or furniture, raises the question where to categorize these requests in the future. Typically, these requests are to support instruction.  The intent is to leave survey constant to compare to previous years (this will be the third year). Last year this survey was sent followed by an ACCJC development survey, which has now been appended to this current version. 2.2 Updating IEC Membership:  Upon completion of committee reduction task force, membership changes will go through the shared governance process. IEC will try to fill current vacancies, but make no other changes at this time; as it falls under board policy. 2.3 Task Force Update:  The task force met and recruited members from CRFO, CSEA, Managers Council, and an Academic Senate co‐president. They discussed the goal of reducing the number of committees and improving efficiencies.  Discussion included what committees can be looked at and how they may be combined. Assignments were handed out to gather more information about the role of each of these committees. Most of the committees have task force representation, with three exceptions: facilities, student equity and emergency and safety planning. Representatives of each were invited to meet with the task force. No strategy yet for improving efficiencies or reducing committees; however, it was noted the DE advising committee no longer exists and is now being handled by an academic senate task force. 3. Standing Agenda Item: Status Check of Planning Process:  Faculty prioritization process is completed  Resource requests are being compiled and will be sent to the functional committees (in process)  Planning process is on track. The next key marker is to communicate funding or non‐funding decisions back to requestors, by the end of April.  Agreed that the Functional Committee rankings should go on the BPC site, even before ranking occurs. BPC thenranks, publishes; then to president for funding and announcements.  Suggestion for finding out status of request –send announcement that prioritization and funding is complete, look to website. Can’t be approved until late May or June.  Suggestion that top rankings at some point prior to funding provide account codes so money can be directly put into the account. 4. Planning Summit  Will kick off the summit with Tami’s song. Agenda will include discussion on where to put the equipment requests that do not fall under technology or facilities and an update of committee structures.  Utpal will send instructions to planning committee chairs to bring summaries of what went well and what did not in their committees. Pat Girczyc and MaryGrace will be asked to facilitate. We will develop themes from discussion and take time to get consensus and prioritize high priority items.  Once IEC completes IEC Planning Summit, Kathy has an interest in discussing potential items for the 2013‐14 annual plan.  Discussion on who has ownership of the annual planning process: it was agreed that IEC confirms the planning process is on schedule, but with Roxanne Metz no longer here, who will regularly monitor planning, and back‐track plans to be sure they are completed. It has been suggested in other committees to reorganize the AOC for this and as for long‐term accreditation oversight. Cheryl Tucker’s position is now partially district‐ funded; she is involved in planning for student development and is willing to be involved.  Some discussion that the summit should be called: Institutional Effectiveness Planning Summit.  There are two parts to planning: 1. The integrated planning process, e.g. program review; 2. Where the institution is going; the annual and strategic plan. The IEC was initially established to evaluate the integrated planning process. 5. Completion of the 2013‐14 Annual Plan:  Targeted outcome is to complete the annual plan by the end of April to begin immediately in the fall 6. Other/Future Agenda Items:  5‐year backward mapping starting points for the annual plan  Planning Indicator Database Review (Angelina)  Brief report out on key findings of survey  Task force update by the Committee Reducing Committee (CRC) Next meeting March 27 Meeting Adjourned