Dean Team Minutes
November 19, 2014
9:00 –11:00 a.m.
Central Conference Room
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Topic
Minutes
ELT Update
JUMC
Present (*):
Presenter
All
Bob
Bob/Dan
Kathie Hunt*
Kim Thompson*
Bob Francis*
Susan Hoyne*
Bayta Maring*
Samira Pardanani*
Dan Fey*
Alison Leahy*
Ann Garnsey-Harter
Terry Taylor*
Discussion
Postponed.
 Bob opened the meeting and announced he needs to leave at 10:00 a.m. to
meet with Cheryl Roberts and a member of an architect consulting firm in an
effort to identify casual learning spaces on our campus.
 Alison said many offices and classrooms are cold necessitating the use of
many space heaters. The VPASA will reinforce this message with Bob Roehl.
 Terry and Dan are approved to move the Tutoring Center to the Library. They
also have SBA approval. There will be Space Usage Change Form online:
http://intranet.shoreline.edu/facilitiescapitalprojects/space-form.aspx that will
need to be followed. Significant rearrangements of a facility (i.e. VCT
proposal) will need to follow the process but it will not necessarily have to go
to the full ELT approval.
 President Roberts has asked us to collect data on our interactions with students
between Christmas and New Year’s. This data will be used to help decide if
the college will remain open between Christmas and New Year’s in 2015.
 ELT is considering closing half days on Fridays next Summer. There will be
some flexibility for staff (4/10s; 5/8s; use of vacation time). Provide any
feedback to Bob.
 ELT is discussing whether SCC should have a Project Manager for the ctcLink
project which has been a recommendation from the pilot schools. People are
recommending a budget of $500,000 for the switchover.
JUMC asked that Deans email their Senior Associate faculty to become aware of their
advising loads. Some may need to sign a FERPA agreement and learn what their
responsibilities are. Chris Melton assigns advisees. Kim said it makes more sense that
Advising & Counseling assigns advisees. It requires knowing faculty and student
interest. Those are faculty and Student Affairs responsibilities (not Registration’s
responsibility).
Some ESL full-time faculty told Senior Associates they don’t have to do advising
because they do placement. Most advising for Int’l is done by Int’l counselors. There
is a lot of placement the beginning of the quarter and it is a paid activity. Where does
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Action Items
The VPASA will share info
with Bob R. re cold offices
and classrooms.
Deans will collect data on
interactions with students
between Christmas and
New Year’s.
Deans will provide
feedback to Bob
concerning ½ day Fridays
during Summer 2015.
Bob recommended we
follow up with A & C
assigning advisees (versus
Registration). Deans will
make sure Senior
Associates know of their
advising responsibilities.
Bob said we will follow up
on this.
Topic
Presenter
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Action Items
Bayta
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Status Wednesday,
November 26 Dean
Team meeting
Dean Team Action
Items
Faculty Retirement
Replacement
Data Presentation
(Update on
President’s
Questions)
Bob
Review Study
Abroad Review
Samira
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Discussion
their responsibility fall as Senior Associate as well as fulltime faculty wo are paid to do
testing, placement etc., but they don’t have a list of advisees the same as other people
do who don’t get paid to do it? Bob said let’s follow up on this.
Kathie requested clarity on the contract language relative to Senior Associates attending
meetings.
Action Items
Deans discussed at length the memo around professionalism and expectations for
faculty and the issues the JUMC brought up. Bob will share another version of it that
will be framed around the opportunity to communicate with new faculty. There has
been so much change and new faculty this is a perfect time to visit the core expectations
of faculty on campus.
Bob asked Deans to make
sure divisions have a
chance to weigh in how to
make division meetings
more effective.
Release Time Update. Bob presented his rubric relative to release time. We will need
to reallocate money to fund requests. We need to be aware also that fiscally, we may
receive a level of cuts in the future. Deans discussed in detail each request for release
time. Bob had to leave the meeting. Deans provided their feedback and
recommendations to Bayta. She will update the rubric and forward it on to Bob. More
data is needed for Business; hopefully Susan will have an answer for Amgen. Will
release time changes be in effect for Spring?
CRAG Procedures. Kim, Amy, Kira and Susan are the subcommittee reviewing the
CRAG procedures. The subcommittee will have a proposal for a new process by
January 1, 2015.
2.0 Passing Subject. Bob is still working with Kira Wennstrom.
Advisee Loads for Senior Associate. See #3 above.
Professional-Technical Equipment Requests.
Deans cancelled the November 26 DT meeting.
Bob
Postponed.
Bob
Postponed.
Bayta
Bayta met with the Math Department about waitlist data. They want to see data for
college level Math and Computer Science. Susan said the department is now trying to
build CS up. We only do the basics because students go to the UW to take the rest of
the course. We can’t find teachers. The Math Department will wait and see how the
new Math modules impact the waitlist.
Samira shared the Teach Abroad Proposal Review Committee (TAPRC) criteria they
use to review Study Abroad proposals in the spring. This committee has done excellent
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Topic
Committee Criteria
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Update on Email
Frequency
Starfish Retention
Solutions
CCSSE Update
(Standing Item)
Competency Based
Education (Standing
Item)
Retention
Dean Team Recent
Action Items
Professional
Development for
Deans
Division Updates
(Standing Item)
Presenter
Ann
Discussion
work and goes through a thorough vetting process. Samira pointed out a proposal will
go to the Deans first and then the Committee. Samira recommended that Deans do not
replicate what the TAPRC is already doing. Bob Thompson’s Jamaica program went
to the Deans because that is where it previously had been approved and the Study
Abroad committee was on hiatus. Deans discussed how the instructional employee’s
process should be pulled out as a separate process. There are a lot of questions that
need to be asked before the Dean’s signature. To what extent does this course offered
at this time fit with the overall curriculum? How does it impact the department? What
are the qualifications to teach? If money comes out of a Dean’s budget, the Dean
should be involved more – whether the entire proposal goes to the Dean to review, if
that is the first gateway, or if the Dean is called to review it with the TAPRC. Perhaps
if the TAPRC gets the proposal, then on an ad hoc basis the Deans is called in to review
it alongside them.
Action Items
When a division functions healthily, it won’t be a surprise to the Dean. It would start at
the curricular level, division level, etc. By the time it comes to the TAPRC, it is the
expectation Study Abroad requests will have been vetted by several levels. Bayta said
it sounds like we are moving toward expanding what that letter would include.
Essentially an endorsement of the person and the program. Samira will bring this back.
Postponed.
Kim
VP Francis asked Kim to check into this software that pulls information from the
advisor data portal. Kim and Bayta will have a conversation with Bob. All of our data
will be in a different format in two years due to the ctcLink project. We will have to
pay them again to get the data out of the new system. Logically, it does not make any
sense to entertain this new software until 2017.
Postponed.
Ann/Bob
Postponed.
Bob/Bayta
All
Postponed.
Postponed.
All
Postponed.
All
Postponed.
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Bayta will call her
counterpart at Olympic
College regarding Starfish
Retention Solutions.
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Topic
Good of the Order
Presenter
Discussion
Postponed.
Action Items
Adjourned 11:00 a.m.
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