Peralta Community College District
District Education Committee
May 5, 2014
9-12
Attendance:
Co-Chairs:
Facilitator:
Recorder:
Note Taker:
Guests:
Agenda
Item
PArmstead, MBenvenutti, JBielanski, JBlake, DBudd, EBugg, MChen, AEsquivel-Swinson, BLove, CMcLean, AMcMurdo, AMontevirgen, MOrkin, TPark,
CSmith, TThompson, ATrotter, KvanPutten, MWilson
Mike Orkin, Joseph Bielanski
Linda Sanford
MaryBeth Benvenutti
Laura Leon-Maurice
KEngel, JHendrickson, CMadlock, TVasconcellos
Discussion
Follow-up
Action
DECISIONS
(Shared
Agreement
/Resolved or
Unresolved?)
Linda Sanford called the meeting to order at 8:40.
1. Agenda
Review
II. Revise
CIPD
resolution
III.
Committee
Reports:
CTE/Adult
Ed
Agenda and
minutes from
4/25/2014
approved.
LSanford- Suggestions or revisions to the agenda? Motion to adopt agenda as written. Passed.
Meeting minutes from April 25. Changes/suggestions/comments/grammatical corrections? Approved.
LSanford- CIPD resolution regarding the purchase of CurricUNET Meta that was endorsed by this body two
weeks ago had minor revisions.
In discussing the resolution it was noted that there is a need to talk about process and implementation. It
questions on how this is going to play out. Who is going to pay the freight for this transition? Human labor and
infrastructure? Will documents be able to be migrated from Task Stream? A plan of action that includes
contingencies/making transition. We need to be paying attention to the data conversion of this process early
only.
1. Program review
2. Assessment
3 Curriculum. All of that will cost time.
In the resolution CIPD and others, in the last paragraph we have addressed many issues raised in a contract.
CurricUNET is part of the state inventory system. Not part of PeopleSoft. This is just a starting point and any
contract with CurricUNET wouldn’t happen until fall of 2014 at the earliest. We need to address those issues.
KEngel reported.
A newly formed CTE advisory committee meetings begin on Wednesday the 14th. The agenda for that meeting
is to complete the committee including electing a co-chair and District policies and process that pertain to CTE.
The group is going to prepare for a regional meeting on June 4 with all of the other 10 colleges in the East Bay.
We will review other grant opportunities.
Adult Ed: We had our big kick off last night. It was a good meeting. We had about 45-50 people total.
Excellent representation from Peralta faculty. We went through a focus group process where people meet to
talk about the state of what is. Our next meeting is on June 5, including are regional stake holders plus faculty.
All of this information is now on the web. www.Nacrcae.com.
Next
meeting on
June 5 at
Niles Hall in
Preservation
Park in
Oakland.
Agenda Item Discussion
IV. SSSP
Update
AEsquivel-Swinson provided the update on SSSP
SSSP has been working on academic advising, SARS, orientation.
CMcLean- Will the new application still take 24 hours for a student’s application to get processed?
AEsquivel-Swinson- Currently yes, I am trying to get it down to 20 minutes.
Follow-up
Action
DECISIONS
(Shared
Agreement
/Resolved or
Unresolved?)
Invite the
Academic
Senate and
PFT when it
is discussed
Green light to start Fit Gap. Identified an internal person interim. They will get started in a couple of weeks or
so. It depends on what we find in the system. What needs to be done in order to get a functioning system? On
SARS, the migration of data is scheduled this coming weekend. I will meet with the DSPS staff from the
colleges. DSPS creates SEPs for students. If they are creating SEPs, comprehensive or abbreviated. They want
to receive some of those funds. However I have no control of those funds. Let’s ensure that the system is able to
keep track so you can present that data and ask for funded from your VP's.
I’m meeting on Monday with the college webmasters to work on designing the website where students will
access appointment with a counselor.
I will be meeting with EOPS people in the next week or so. Come up with correct codes for SSSP and MIS
reporting.
Final grades are due June 2. The grades must be in because we have a shut down of the system June 5-7. We
need to run SAP for financial aid and we cannot do that unless all of the grades are in. I put copy poster in
Dropbox. A card will be mailed to their homes. I received list from HR with faculty addresses and phone
numbers for faculty that are teaching this semester. Will go out by Mon. or Tues. We are using SARS to call
faculty with a message. A series of emails will be sent out.
MWilson- Will you be tracking the number of student’s grades that are not being put in on time?
AEsquivel-Swinson- I will be tracking the grades not submitted. I will be sending out the list to the Deans/VPs
on May 29 so that they can reach out before faculty leaves campus. The rooster becomes available May 23.
JBielanski- What happens when the students is impacted by financial aid?
AEsquivel-Swinson- It’s manual. They compare that list one by one in the system.
JBielanski- My concern is students should not be impacted. We should try to ensure minimize that, it’s not the
students fault.
AEsquivel-Swinson- You would be amazed on the number of students who do not have grades. We do that
every semester.
MOrkin- Adela has been more aggressive contacting faculty and administrators. That has had significant
success. Various harsher remedies have been discussed. Some possible accountability is to not give release time
or other special assignments to full-time faculty that are habitually or chronically late and to not re-hire part-
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Agenda Item Discussion
V. Financial
Aid Module
and IT
Projects
Follow-up
Action
DECISIONS
(Shared
Agreement
/Resolved or
Unresolved?)
time faculty who habitually do not turn in grades. That decision would have to be done at the Chancellor level.
MOrkin- One of my projects is to get more serious sanctions and accountability measures in place.
AEsquivel-Swinson- One of the things that I’ve done. Attend the faculty orientation when they meet with HR
when they are hired. I have no power to impose a penalty on them. The process has been laid out step by step.
Online orientation: Tina Vasconellos provided an update. All 4 colleges have submitted some edits for their
online orientation. These all went to the company creating the online orientation and now we are waiting for
them to send us back requirements. They will start uploading for all of the colleges: July 7-18. The colleges
were notified asking the colleges to pick two days so we have ample time to do the videos. By fall all should
have a completed online orientation.
CMadlock provided a report/update.
We have one last major implementation on June 5-7. The system will be down. This is the last implementation
for financial aid. We will be processing financial aid for 14-15 in PeopleSoft. We will begin to retire the old
mainframe system.
Electronic content management wraps it up before ether end of this fiscal year. The A&R piece is done, testing
workflow process with requisitions. Document scanning system.
Web based email – you will hear more about that at a later date.
We are in the process of creating a district wide Technology Plan.
We need a scheduling system for classroom use. High priority.
Replace the existing emergency alert system.
Gradebook will take high priority, upgrade finance module. Academic advising and ed plan. Contract has been
signed and we will contact vendor so work can begin.
The IT infrastructure is being upgraded. It will be finished before the end of this fiscal year.
I will be presenting a series of topics to the Board that will explain the plan moving forward.
MOrkin provided the update.
VI.
Accreditation We are in the midst of the Institution Self-Evaluation phase at each college. We have a district steering
committee that meets on a regular basis. Linda and Joseph are working on facilitating standards 3&4. The
Update
colleges write the Institutional Self-Evaluatios. Linda has been meeting with and requesting the district service
centers information needed for the reports. There is a Workshop this afternoon at 2-3:30; Integrated planning is
the focus; valuable for anyone involved in the planning.
LSanford- It’s multi-pronged. I’ve interviewed and provided them with specific prompts. I have yet to receive
the information except for Adela for returning her information. I am uncertain on how long this is going to take
me. Mission statement is ready to go to Board for reaffirmation. We are our strategic plan. Additionally, you've
seen me at a lot of meetings these past weeks. We have received all of the input and that will be included in a
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Agenda Item Discussion
VII.
Assessment
of 2013-14
DEC Goals
VIII.
Planning
Ahead for
Next Year:
Future Items
Next
Meeting: Fall
report recommending improvements on the model. Work will be going on during the summer writing the
district information will be disseminated by the end of July. We do have to have some consistency in what we
say so visiting teams can see that the baseline info is consistent. Standard 4.B.1 is about the Board of Trustees.
IV.B.2 is about the Office of the President. IV.B.3 is for a Multi college district. We will have to wait on
certain sections on IV.B.3 until after July, making a change to the deputy chancellor position will reflect the
new organizational structure.
We are both happy to work with college teams and clarifying the information that we provide.
LSanford report.
It’s time to take a look and see if DEC has met its goals. There is an assessment template for use. It is intended
to complete the planning cycle. Once we do this today as a group we will include this as part of next year’s
cycle. We then document that we are providing a planning structure that includes improvement.
Discussed in detail.
Goal 1 is yes. Not at every meeting, but most.
Goal 2- student success in completion of degrees and certificates: yes-0, no- 6.
Goal 3-yes-0, no 4
Goal 4 – yes- 6, no-0
Goal 5 – yesGoal 6- no
Goal 7- yes
Student Equity Plans
SSSP Plans
Assessment in Faculty Evaluations
Updating Program Review Templates
Self-Study Reports
Other
Follow-up
Action
DECISIONS
(Shared
Agreement
/Resolved or
Unresolved?)
The Daily
Report that
comes out
send to DEC
list.
We are going to send a survey monkey. Questions will be different. Please respond.
Happy mothers day to those in the room that are mothers.
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