Peralta Community College District
District Education Committee
April 25, 2014
9-12
Co-Chairs: Mike Orkin, Joseph Bielanski
Facilitator: Linda Sanford
Recorder: MaryBeth Benvenutti
Note Taker: Laura Leon-Maurice
Attendance: PArmstead, MBenvenutti, JBielanski, JBlake, DBudd, EBugg, MChen, AEsquivel-Swinson, MGoldstein, DHankins, ELord, BLove, JLowood, CMcLean, AMcMurdo, AMontevirgen,
MOrkin, TPark, LSanford, CSmith, TThompson, ATrotter, KvanPutten, MWilson
Guests:
KEngel, JHendrickson, CMadlock, DNguyen, ERhee
Absent:
DBajrami, LCelhay, CCortez, ROlive, FShah, IStark, TWalton
DECISIONS
(Shared
Agenda Item Discussion
Follow-up
Agreement
Action
/Resolved or
Unresolved?)
I. Agenda
Review
II. Review of
meeting
minutes,
3/21/14
The agenda was approved as presented.
During the time of the agenda review, Evelyn Lord requested an update regarding two items from November
2013: (1) That an agreed upon Task Force would meet to determine a method of including SLO assessment data in
Program Review such that program review requests are also based on SLO assessment data. Dr. Bugg reported
that this would need to wait till Fall and would be of high priority at the beginning of the Fall semester.
(2) That SLO/Assessment would be used in faculty evaluations, at least in the administrative reviews. This will
need to be revisited given that accreditation Standard III.A.1.c has to be met if we do not want our colleges to be
placed on sanction. It was suggested to get input from the Chancellor.
Need to
address the
2 items from
November
2013
In reviewing the minutes, the question was raised regarding faculty hiring (page 5 of the minutes). It was noted
that the Chancellor stated that he could not provide any numbers until the 2014-2014 budget was in place.
The minutes were approved as written.
III.Committee The interim Director of Institutional Development, Karen Engel, provided a report.
Reports:
She provided an update on the CTE subcommittee and those to date who have been appointed to serve on this
CTE
subcommittee. There are a few pending appointments at this time.
The intention is for the CTE subcommittee to meet at least once a month.
The first meeting will address vision and issues that must be addressed and to prioritize those issues.
A plan will
be submitted
as a regional
consortium
by March
2015.
She then provided an update on the Adult Education project. We have received a $330,000 grant to look at adult
Page 1 of 5
Agenda Item Discussion
IV. SSSP
Update
education services in collaboration with K-12 partners. The partners have been working for the past few months
to develop a framework for a regional plan to be completed by March 2015. She passed out a communications
document in an effort to recruit faculty and to have a kickoff before the end of the semester, scheduled for May 8
from 3:30 pm – 7:30 pm. There will be a reception in the district office atrium.
The group will discuss vision, needs, and how we will fill those gaps. The plan requires us to think about 5 issue
areas. Part of the planning dollars will be spent on stipends. Faculty are encouraged to participate since there is
money, which can include faculty stipends. Karen was not sure if that included stipends for students, but stated
she would check.
A Student Success and Support Program update was provided by the Associate Vice Chancellor of Student
Services and Registrar, Adela Esquivel-Swinson.
Followup
Action
DECISIONS
(Shared
Agreement
/Resolved or
Unresolved?)
SARS live in
a couple of
weeks.
The SSSP working group has been looking at various areas, including multiple measures for course placement
(mathematics, English, ESL) and also identifying students who are on academic probation. There is a need for a
plan on how students on probation will be contacted in order to provide them with interventions.
In terms of the Academic Advising module, Peralta IT and the vendor, Highstreet, are in final negotiations of the
contract. The position to support the Academic Advising module has closed. If necessary and prior to filling the
position, an internal person could be assigned to assist with the updating of the module.
The SARS upgrade is going well. SARS codes have been developed and agreed to. The goal is to go live with the
SARS upgrade in a couple of weeks.
In terms of Online Orientation, two of three colleges have submitted their story boards. The deadline is April 30.
We will be working with Marketing to provide videos. The goal is to have this project completed in July.
V. Draft SSSP
Plans and
Draft Student
Equity Plans.
Each of the four colleges is required to submit a Student Success and Support Plan to the State Chancellor’s Office
by Friday, October 17, 2014.
Also, each of the four colleges is required to submit a Student Equity Plan to the State Chancellor’s Office by
November 21, 2014.
Joseph Bielanski walked the DEC through a PPT presentation which had been presented at the ASCCC Spring
Plenary. The PPT is posted to the DEC web page as a document for the April meeting. A Planning Committee
Crosswalk Guide also was handed out and posted.
Plans must
be written
by Fall and
sent to the
State
Chancellor’s
Office.
The goal of the presentation was to inform DEC college representatives regarding these two plans and the need for
college involvement. Both plans are required to go to the Board of Trustees for endorsement before being sent to
the State Chancellor’s Office.
2
Agenda Item Discussion
Followup
Action
DECISIONS
(Shared
Agreement
/Resolved or
Unresolved?)
Key areas covered:
 The SSSP Plan is due annually and requires a budget plan
 SSSP Plan has four sections: Signature Page, SSSP Services, Policies & Professional Development and
required attachments
 The SSSP Budget Plan requires the planned SSSP Fund expenses by each core service, the planned district
match, and a separate signature page
 MIS data elements
 Funding guidelines for SSSP
 The Student Equity Plan is also due annually.
 Potential funding for Student Equity
 Student Equity requirements
 Elements of the Plan
 Required populations to be addressed
 Student Equity Planning Steps
 The Planning Committee Crosswalk Guide.

Additional information regarding the SSSP Plan can be obtained at this CCCO link:
http://extranet.cccco.edu/Divisions/StudentServices/Matriculation/Forms.aspx
Additional information regarding the Student Equity Pan can be obtained at this CCCO link:
http://extranet.cccco.edu/Divisions/StudentServices/StudentEquity.aspx
There were various questions raised and much discussion about moving forward in a timely manner.
It will be important to involve all key college constituencies and to factor in that faculty will be gone over the
summer.
It will be important to have complete and accurate data for both plans, which raised the issue of needing college
researchers.
This discussion also included comment about Measure B funding and the PASS program.
The issue of updating our Strategic Plan also was addressed and Linda Sanford reported her current Strategy for
doing that. Key is that all college plans must be integrated and not separate plans.
VI. Financial
Aid Update
The interim district Director of Financial Aid, Dave Nguyen provided a Financial Aid Update Report.
Dave reported that Financial Aid had been working hard to do implementation of the Financial Aid Module. They
are rolling out another phase this weekend. The final roll out is June 5. As we know, final spring semester grades
3
Agenda Item Discussion
are due June 2 and it will be essential that grades are submitted by that date. It was reported Financial Aid has to
run SAP before the shutdown. We are going to have a short time line for faculty to submit those grades. If this
doesn’t happen students will not be able to receive their financial aid before summer semester begins. We are
creating a series of announcements that are going out to the faculty.
It was noted that students will need to be informed that transcripts cannot be run during this time.
It was suggested to send information to faculty at their home address. It was noted that the Benefits Office sends
many items to faculty home addresses, so this would suggest being able to send critical information about grade
rosters and the absolute end date also to faculty home addresses.
Followup
Action
DECISIONS
(Shared
Agreement
/Resolved or
Unresolved?)
Memo to the
Chancellor
regarding
insufficient
staffing at the
colleges
Financial Aid
Offices.
Dave provided a couple of handouts and specifically addressed staffing needs at the four college Financial Aid
Offices. A memo will be sent to the Chancellor regarding this need.
VII. Update
on Current IT
Projects
VIII.
Accreditation:
Mission
Statement
and Updating
the PBIM
Process
In his report, Dave Nguyen noted the following areas that Financial Aid needs to improve:
•
Timeliness applicants receive their financial aid funds
•
Increase access of data for students, off campus and on
•
Increasing student success for financial aid students
•
Compliance issues with federal and state regulations
The Associate Vice Chancellor for Information Technology, Calvin Madlock, provided an update.
IT is currently working with Financial Aid staff and noted that the PeopleSoft system will go down today at 5 pm
and will be restored at 5 am on Monday (this was successful).
IT is assisting with the Academic Advising module, working on Electronic Content Management and this will be
used by A&R; addressing web based email; and is updating an IT Technology Plan.
In the Technology Plan we will need to address the network refresh of data centers; delayed maintenance costs
which is more expensive than replacements; and infrastructure that supports systems that are being implemented.
It was noted that CCC Apply will have to be implemented within the next three weeks.
Linda Sanford reported that we are reviewing and possibly updating the district mission statement, Board Policy
1500. We are also in the process of updating the Planning and Budgeting Integration Model. If you have
comments please notify Linda Sanford. There will be an open forum in the Board Room a week from today on
both of these items. This will be an opportunity to provide input.
Financial aid
goes down at 5
pm today and
goes back at 5
am on
Monday.
Updating or
endorsing the
district
mission
statement.
4
Agenda Item Discussion
The current District Function Map which will be used by each College in their accreditation Institutional SelfIX.
Accreditation: Evaluation Report was distributed. This map is a listing of all the current accreditation standards. Within the map
is listed whether the responsibility for that standard is at the college, the district office, or a shared responsibility.
PCCD
Function Map
IX. CIPD
Resolution
Followup
Action
DECISIONS
(Shared
Agreement
/Resolved or
Unresolved?)
PCCD
Function
Map for
accreditation
report.
The Vice Chancellor of Educational Services, Mike Orkin, presented a Resolution that had been approved by
CIPD (Council on Instruction, Planning, and Development).
The district currently uses CurricUNET for curriculum management. Moving to CurricUNET Meta would
provide a Program Review Module and an SLO Assessment Module all in one system. Data from TaskStream,
the current system being used for SLO Assessment management, would be moved to CurricUNET Meta. The goal
would be to have CurricUNET Meta fully functional by Fall 2015. TaskStream would continue until that date.
The DEC approved the CIPD Resolution with changes.
DEC will forward the revised Resolution to PBC for review and action.
Future Items
Next Meeting:
May 9,
8:30 – 10:30
Minutes taken by Laura Leon-Maurice
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