REDWOODS   COMMUNITY   COLLEGE   DISTRICT
Meeting   of   the   Institutional   Effectiveness   Committee
Wednesday,   October   31,   2012
3pm   –   4:30pm,   New   Boardroom
Notes
1.
Call   to   Order   Attendees:   Utpal   Goswami,   Pat   Girczyc,   Tami   Matsumoto,   Shannon   Sullivan,
Dan   Calderwood,   Jeff   Cummings,   Cheryl   Tucker,   Roxanne   Metz,   Julia   Peterson ‐ via   phone,   Crislyn
Parker ‐ notes
2.
Action   Items
2.1
(Possible)   Final   Approval   of   the   Revised   Institutional   Scorecard:     Postponed   to   next   meeting.
3.
Discussion   Items
3.1
Planning   Update :

Roxanne   Metz   provided   an   update   on   the   annual   plan.
She   is   gathering   information   from   responsible   persons,   regarding   any   problems   with   timelines   or   changes,   and   determining   the   best   way   to   document   information.
The   current   annual   plan   will   remain   as   is,   but   Roxanne   will   annotate   any   changes   at   the   end   of   the   year,   and   will   report   out   to   the   committee   on   how   planning   went.

Discussion   on   how   to   evaluate   the   annual   plan   included   agreement   to   add   two   extra   columns   to   the   plan,   for   use   by   the   IEC   evaluation   process:   status   and   updates.
This   will   enable   the   IEC   to   track   progress   on   the   initiatives   and   actions   and   will   facilitate   evaluation   of   the   plans.

At   the   end   of   the   year,   following   evaluation   of   the   goals   and   targets,   the   current   annual   plan   will   be   merged   into   the   2013/14   plan   draft   annual   plan   and   finalized   in   May   or
June.
There   was   also   a   suggestion   to   add   a   section   for   IEC   comments   to   track   needed   process   improvements   that   may   be   included   in   the   year ‐ end   Institutional   Effectiveness
Report.

There   was   discussion   on   who   can   or   should   be   identified   as   the   responsible   person   for   initiatives   in   the   Annual   Institutional   Plan.
It   was   agreed   that   while   the   responsible   person   will   often   be   an   executive   administrator,   that   person   can   delegate   where   necessary.

It   is   agreed   this   will   be   a   working   document   for   use   by   the   IEC   and   Expanded   Cabinet.

The   college   is   on   track   with   the   2013/14   draft   annual   plan,   according   to   the   planning   manual,   which   will   allow   program   review   authors   to   include   the   annual   plan   goals   in   their   program   review.
A   flex   activity   was   held   on   Tuesday,   October   23,   to   follow ‐ up   on   the   August   planning   session   and   to   develop   the   2013/14   annual   plan.
While   there   was   good   participation   from   the   small   group   in   attendance,   one   more   planning   session   will   be   held   in   mid ‐ November   to   complete   the   draft   2013 ‐ 14   Annual   Institutional   Plan.
It   was   suggested   that   version   dates   be   noted   in   planning   documents   for   ease   of   use.

There   was   a   brief   discussion   about   the   strategic   plan   indicators   and   how   we   evaluate   our   strategic   plan.
Since   it   was   just   implemented   there   is   no   evaluation   yet.
It   is   noted   that   many   indicators   in   the   strategic   plan   and   annual   plan   are   same   as   indicators   as   in   scorecard   and   will   be   tracked   that   way.
This   is   a   baseline   year.
IR   will   provide   data,   and   contact   data   owners   for   data   IR   does   not   have   access   to.


This   will   serve   as   bulk   of   IEC   report   at   the   end   of   the   year.
It   was   suggested   that   when   final   2013/14   draft   annual   plan   is   completed,   the   IEC   should   check   that   we   are   making   adequate   progress   in   addressing   our   5 ‐ year   goals.
The   IEC   will   “reverse   map”   the
Strategic   Plan   and   Education   Master   Plan   to   ensure   all   objectives   will   be   adequately   addressed   within   the   time   period   of   the   plan.
3.2
Added:    Review   of   the   Instructional   Program   Review   Template:

There   was   a   brief   review   of   the   updated   program   review   templates.
It   is   noted   that   feedback   to   resource   requests   will   be   attached   and   sent   to   the   functional   committees;   operational   requests   will   go   to   the   deans   or   managers   who   will   lump   these   requests   into   units   of   $5000   and   submit   to   the   BPC.
Upon   allocation   of   any   funding,   they   will   decide   how   to   portion   it   out.
The   BPC   is   still   determining   the   best   way   for   program   review   to   submit   this   information.
Key   themes   will   come   to   the   IEC,   possibly   to   inform   updates   to   annual   plans.

There   was   discussion   about   setting   a   calendar   of   responsibility   for   people   in   various   areas,   showing   overlapping   timelines,   or   how   timelines   fit.
The   next   step   in   the   planning   process   is   to   map   in   an   intuitive   way   for   constituents   to   see   what   needs   to   be   done.
This   can   be   done   with   planning.
Adds   to   the   sustainability   of   the   institution.
Roxanne   Metz   will   draft   a   calendar   with   IEC   focus   due   dates.
4.
Standing   Agenda   Item:   Status   Check   of   Planning   Process

The   2013/14   annual   plan   draft   has   begun,   as   scheduled.

Status   of   program   reviews:    Student   development   has   submitted   their   reviews,   administrative   services   reviews   are   due   November   15,   and   the   PRC   will   evaluate   these
reviews   by   December.
Evaluation   of   Instructional   reviews   begins   in   January,.

A   check   is   to   be   sure   the   resource   requests   are   submitted   to   the   functional   committees   by   end   of   January.

Functional   committees   will   prioritize   resource   requests   the   first   two   weeks   of   February   and   the   BPC   during   the   last   two   weeks   of   February.
5.
Other/Future   Agenda   Items:

Next   meeting:   November   28   at   3pm   then   January   23,   2013.

To   discuss   status   of   5 ‐ year   plans
6.
Adjourned