Approved Minutes Committee Name: Institutional Effectiveness (IE)
Date: Thursday, May 14, 2015
Time: 9:00 a.m. – 10:30 a.m.
Facilitator/Chair/Location: Terrence Willett/SAC 214
Members
Terrence Willett, Chair; Marcy Alancraig, Lois Christos, Claire Conklin, Michelle Donohue, Carter Frost, (Attendees Rory O’Brien, Karen Reyes, Kathie Welch. in bold)
Guests: Agenda Items:
Topic
1. Introductions Outcomes
The IE Chair welcomed Committee members and noted the composition of the membership may be expanded to include additional representatives. The V.P. of Instruction suggested that it would be appropriate to have at least one additional V.P. as a member, particularly considering the IEC is a steering committee for accreditation. 2. Approval of 3/12/15 Minutes The 3/12/15 minutes were unanimously approved. There was no IE meeting in April. The SLO Coordinator said the minutes of the last meeting were appreciated, as she was on an accreditation visit and unable to attend the last meeting. She added that she and the V.P. of Instruction would report on the Napa accreditation visit and disaggregation of learning outcomes data. 3. Approval of 5/14/15 Agenda The 5/14/15 agenda was unanimously approved. The Chair reported on proposed Board Policy (BP) and Administrative Procedures (AP) provided to 4. Review of New IE Board members shortly before the 5/14/15 meeting as an information item. These will go to the Cabrillo Policy (BP) and Admini‐
Governing Board for approval. The student representative proposed revisions to the policy language strative Procedure (AP) that would make them less general and vague sounding, and tied to some specific actions. The V.P. noted that this proposed language was recommended for adoption by the Community College League of California’s (CCLC). It was agreed the language was over‐arching and non‐specific. The consensus of the IE Committee was to support the proposed BP and AP wording, and continue to guide and direct the specifics of their implementation. The IE Chair reported that he had completed the College Planning Council (CPC) year‐end report, 5. Committee Report to CPC which includes goals established by the IE Committee. Members reviewed, edited, and added additional goals. The Chair reported that California Community Colleges are required to set Institutional Effectiveness 6. Institutional Metrics goals, post, and evaluate them. These went to the Governing Board in May, 2015 as an information item, and will be on the June 2015 agenda as an action item for approval. The Chair noted that “Student Performance Outcomes” refer to mostly the same data as Cabrillo’s “Institution Set Standards”, the latter aligned with Scorecard data. The IE student representative noted that the website had changed and suggested the addition of footnotes or crosswalks to clarify the content, including definitions of various data presented, as they are called different things depending on the agency requiring them. He and the SLO Coordinator noted that it would be highly desirable to distinguish “skill builders” from degree seekers, as the former bring down scores, yet a degree is not the goal of those students. They suggested recommending operational definitions to the CCLC, as well as noting the current confusion about the various uses of the term “outcomes”. The faculty representative discussed the desirability of expanding the IE committee membership to get input into some of the, particularly fiscal, institutional metrics being established. He agreed to talk to Robin and one other faculty member. The Chair suggested adding one member per constituency group, including perhaps Terri Evans, Business Office, as someone is needed who fully understands the workings of the budget. It was noted that Francine Van Meter will be the next Accreditation Self Study Lead, and should be included on the IEC. The Chair agreed to talk to the Director of Business ‐‐Continued on next page‐‐
Approved Minutes 7. Resource Request Analysis Services about fiscal training for IE members. The V.P. of Instruction added that she feels strongly that at least one more V.P. should be added to the Committee, and that IE has an obligation to educate the campus about IE goals. There was discussion about the need to discuss with other committees the importance of minute‐taking, and the inclusion of evidentiary data in committee discussions, as the IE Chair will be undertaking a content analysis of minutes. The Chair added that the next academic year will be the year of communication, or the “Year of Authentic Dialogue and Action” (YADA). Members agreed that “Yada, yada, yada” is a good, humorous “hook” of an acronym by which to get the campus community’s attention to the important, but generally lackluster, presentation of institutional goals and processes. The new online Resource Request forms have been fully implemented this year. There were a few departments who missed deadlines, and the process is being evaluated for improvement. 8. Survey Update Employee Campus Climate, and Participatory Governance Members and Facilitators’ surveys have been implemented. Summary reports will be presented to CPC. 9. Administrative Unit Program Planning Form Update The goals section has been expanded and made more detailed in the Administrative Unit Program Planning Form (which takes the place of the previous “Annual Update Form”). The Chair will talk to Calais Ingel about the addition of a drop‐down menu for goal status (e.g., In Progress, Completed, etc.). It was agreed that the second Thursday morning of each month, during the fall and spring semesters, works best for IE members. The only exception is the October, 2015 meeting, which will take place on the third Thursday, October 15. The confidential classified representative agreed to schedule use of SAC W. Rm. 214 on the following dates: 9/10, 10/15, 11/12 and 12/10. The next IE meeting is set for Thursday, September 10 at 9am, location to be determined. See Action items below. 10. Set Fall 2015 Meeting Dates 11. Review and Summarize Action Items Action Items:
1. 2. 3. 4. 5. 6. 7. 8. Contact proposed IE members and trainer(s), e.g., Robin, Terri, Francine, Graciano, and a V.P. (Chair, Faculty Rep., V.P.) Evaluate Resource Request Form process (Chair, Confidential/Classified Rep., V.P.) Discuss with Calais Ingel the addition of a drop‐down menu, for goals completion, on the Resource Request form (Chair) Discuss status of Culture of Student Success/Student Equity Plan with V.P. of Student Services (Director EOPS/CARE/FTTW) Work with the Library Director to establish a Digital Archive Sub‐Committee. (Chair) Help update participatory governance charts/diagrams. (Lead Library/LRC Specialist, Classified IE Rep.) Recommend to the President and CPC the establishment of a master list of committee info/detail, ideally on common website template for presentation to college community. (Confidential IE Rep. and PRO) Read Cabrillo Governance Manual https://cabrillo.edu/services/president/Governance%20Manual.html and new standards on ACCJC website http://www.accjc.org (All IE Members) Effectiveness Links: 1.
Institutional Effectiveness: http://www.cabrillo.edu/services/pro/ie/ 2.
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Accreditation Self‐Study: http://www.cabrillo.edu/services/pro/accred/ Accreditation Standards and Recommendations: http://www.cabrillo.edu/services/pro/accred/index.html College Strategic Planning: http://www.cabrillo.edu/services/pro/strategicPlanning/ 5.
Program Planning: http://www.cabrillo.edu/services/pro/programPlanning/index.html