CHAIRS COUNCIL SUMMARY DECEMBER 5, 2013 I. II. III. IV. Chairs Duties Survey Highlights – Handout Chairs Duties Survey A. More time is spent on Chairs Duties than the re-assigned time given B. The majority of time spent on Chairs duties fell into the following categories: 1. Develop, research and write the Unit Plan 2. Coordinate the development of appropriate curricula 3. Coordinate Program Review and is the primary writer 4. Oversee and/or participate in the evaluation of faculty members 5. Prepare the schedule of classes for Fall, Spring and Summer course offerings 6. Coordinate the SLO assessment cycle, engage the department in data review and improvement planning 7. Counsel students for departmental requirements for degree and/or transfer C. The least amount of time spent on Chairs duties (important duties for ALL chairs) fell into the following categories: 1. Build relationships with neighbor university department 2. Develop a sub list 3. Orient new faculty to the department and the program D. Things that Chairs should explore: 1. How much release time do departments get? Identify where the increase in hours for duties are coming from. 2. Contact hours formula and substitute list 3. Part-Time Orientation – this belongs to Academic Affairs and the CTX 4. CTE vs. Transfer chair duties 5. Supervisory vs. collegial chairs 6. What is missing from this list? Dr. Schilling - Scheduling A. We schedule for: Faculty Students Rooms B. Discussion on larger campus issues How are we scheduling so students can get their degree in a timely manner? Spreadsheet by Kay – Handout Plan B GE Block Scheduling - Large report will send out early Spring and request feedback Rick Miranda - Handout Plan B GE Block Scheduling A. Can a student finish their degree if they attend am/pm/afternoon? B. Are we scheduling in a way students can get all of their classes? C. Questions When talking about a degree we are referring to our own departments, but across disciplines? Dr. Schilling/Rick Miranda - Scheduling thru R-25 A. What rooms are being used? B. This will start the conversation about the efficiency of room use CHAIRS COUNCIL SUMMARY DECEMBER 5, 2013 V. VI. VII. VIII. C. Report will be done next week and sent to Chairs D. Can start asking questions about what’s best for your department? E. Questions The list has only a few classes staring at 10am and listed in 1 hour blocks It may be more helpful if it were listed in 75 minutes Used for Block Scheduling to make scheduling more efficient for students The goals – how can we assist our students institutionally? How are the decisions made by departments, or faculty affecting a student’s ability to complete a degree? Dr. Schilling – Handout Sch. Prep. Times A. This is a draft not final schedule B. Breaks down scheduling by School Year - This is the goal - 1 year in advance planning - Probably best to plan for FALL in the FALL C. By end of FALL both Fall & Summer are done D. Allows for scheduling to occur within the contract - Goals is to alleviate more work in the Summer than the regular semesters E. Questions What about curriculum changes? - It would run the same way - FALL goes to Curriculum for the following FALL Rick Miranda - Catalog Issues A. Everything from Curriculum has to be approved by BOT- up to 30 days - Then goes to Chancellor’s Office - Have 60 days to look at & then may be sent back - As a result changes need to be one year out B. AA office will work on making sure Chairs know where Curriculum documents are at a given time C. This is during unit plans in October - Dr. Schilling - We could do Unit Plans in the Spring - Will FTE’s be consistent from Summer to Summer? This will depend on funding in future years. Dr. Schilling – Handout Credit By Exam A. For courses in ADT B. Could help students get thru faster C. This is not one size fits all Dr. Schilling - Substitutes A. Subs will be available so that classes do not fall below contact hours B. Using the buddy system for subbing is ok with the Academic Affairs Office CHAIRS COUNCIL SUMMARY DECEMBER 5, 2013 Comments - Academic Affairs 1. Perkins, CTE Programs also need to keep work to the academic year 2. Scheduling timeline does not solve Summer Scheduling Challenges. The Current timeline allows for the bulk of scheduling to be done during 10 mo. Contract. The problem is with last min. changes, hiring of PT faculty, added classes, etc. this simply cannot be solved by pushing the timeline. I actually think shift in timeline would create more problems than it would solve. 3. Please survey students about when they would like to enroll for classes rather than assuming when we should offer class sections 4. Please consider evening & weekend college scheduling for our customers 5. Please publish stats on: A. %CF day to evening students B. Male to females by schedules C. Full time to part time students by schedules & times of classes 6. So it seems we will just work harder without compensation, is that correct?- Avoiding summer 7. Does the schedule MW provided only look at lectures or all classes? 8. Most of my summer work was because of last minute changes not the general plan. How will that be addressed? 9. Can you send an email about possibility of buddy substitution? 10. R.E/BA Chair- Mary Ellen Brady wants to know if she can have three real estate classes in the summer instead of one. The three classes, required by the Real Estate Department, to be completed so that the students can apply to take the real estate exam after the summer. Otherwise, the student must take an additional 18 wks before they can apply to take the real estate exam. 11. Scheduling: love the idea of a standard calendar for schedule preparation. Bravo this will help. But... look at the process- its dependent on a 1980s? 90s technology that is multiple form/ paper based. Why aren’t chairs, deans, and Academic Affairs building these schedules on a single database where we can see and share in real-time and revisions? CHAIRS COUNCIL SUMMARY DECEMBER 5, 2013 12. The paper based scheduling is highly inefficient, prove to error, and likely decreases productivity while increasing workload. Please let’s institute a web-based approach to creating these schedules from a single database, and on which we input our schedule room assignments online. 13. Please consider adding setup of TalonNet sites for courses into your scheduling plan. Getting them sooner because schedules are available sooner would make sense. 14. For schedule preparation timelines, currently I am asked to submit lab fees of the same time as schedule. Reques separation of lab fee timeline to later in the cycle- we recalculate lab fees each time the class is offered (for us only) with constantly rising material prices, submitting lab fees so early can, and for me already has, resulted in a shortfall of money in the lab fee account with which to purchase supplies for students. 15. Please clarify to the deans that the buddy system is allowed for subbing. 16. Offer P.T. training at the start include a tour and training on when grades are due? COMMENTS - CCFF 1. CTE programs have an additional program review (for each top code) every 2 years 2. Allows department websites to go back to the sharepoint server (out of CMS) 3. Provide transparency for the ordering process (Perkins). Process is currently a “Black box”. 4. Double all release time 5. Add 1 class release over the summer. Rick Miranda’s condensed Schedule will not solve for summer workload. It actually will cause more problems. Expectations of quick turn round from chairs by administration. 6. Keep up the good work! We are all in this job together 7. Education will never be as “Expensive” as “Ignorance” 8. Please let them know that moving the work into the Fall from the Summer doesn’t really solve the problem. 9. What are the plans for all the extra time we will have to put in for “the little changes” that will occur? 10. While I have been talked into being Chair, I don’t plan to be here in the summer, what will be done? CHAIRS COUNCIL SUMMARY DECEMBER 5, 2013 11. Articulation is necessary between dept. and support services and lab activities required by students. 12. New material, issues related to student issues- liaison between dept. & center is needed 13. How can this need be met? Bigger for the dept. chair-release needed. 14. If release time for small departments is feasible, a stipend would be fair. 15. Workload issue: I am on a 10-mo. contract, but as a CTE program there are occasional issues which must be taken care of during the summer. COMMENTS - FUTURE CHAIRS COUNCIL 1. This is good. We definitely should do this once a semester 2. Collect Agenda items from Chairs ahead of time 3. Felt more like a presentation than a true discussion allow for more discussion 4. Consider additional meetings to allow more voice to be heard 5. Post photos of Dept. Chairs on Web Site for student success 6. Schedule more frequent meetings topics: SLO’s, Unit Plans, General Strategies 7. Recognize Dept. Chairs each term with a certificate 8. I’m not looking for more work- Thanks! 9. Include questions about the time chairs spend with students. (on the survey) D. Answering questions E. Approving course substitutions F. Dealing with students unhappy with a faculty member G. Certifications of completion awarding (creating the actual certificates) 10. Well done! Thanks!