InstitutionalProgram Review Committee

Jonna Schengel & Thea Trimble, Co-Chairs

Meeting Minutes–Tuesday,October 18, 2016

HR 133; 4:10 pm – 5:30 pm

Attendance

Members present: Thea Trimble, Jonna Schengel, James McDonnell, Nick Terry, Jessica Morrison, Dali Ozturk, Brenden Stevens (student representative)

Absent: Catherine McGuire, Ashen Baig

  1. Call to Order: Thea called the meeting to order at 4:12 p.m.
  1. Minutes: Minutes from October 4, 2016 were reviewed and approved.
  1. PR Unit Audit Form: Changes to PR Audit form were reviewed, which is the last page of the PR Training Manual; it was decided to use an electronic copy/paper copy for the audit as a pilot then make official changes in the PR Manual/Audit form next spring. Dali recommended using consistent verbiage from the audit form and the training manual. There is good alignment but will continue to assess that as we utilize the audit form this year.
  1. PR Audit: Dali uploaded the Research Office, list of PR reports from last year; he then provided the screen shots from Trac Dat so that the committee could determine which filters will be used for the 2016 PR reports/audits. It was decided each report will be named after the unit/year 2016/PR in a pdf format. Implementation timelines selected will be 2015-2016 to capture previous actions/updates; then 2016-2017 to capture current PR report/plans. Options to be selected are Action Details and Related Updates.

Dali also noted that all SAO units will also be uploaded.

After a demonstration by Dali on the Research Office PR, it was noted how powerful it was to see related documents attached that showing how the decisions/action plans are data driven. Discussed the benefits of connecting Trac Dat SAO work to Program Review; might also work for SLO Assessment.

Dali will work with Research Office to capture PR reports and upload. Once uploaded the units being audited will be randomly selected and assigned to different members of the committee.

  1. PR Unit Designation/Request for Change: Jessica recommended adding a specific question on the application for change, if the change would alter someone’s job description. Thea recommended a YES/ explain ______or a No response. By consensus the committee agreed on changes to the 2017 Request to Change Program Review Designation. The process will be announced through Instructional Council, District Governance, Academic Senate and Deans Council in Jan 2017. It will be distributed with the form through COS ENews in Jan 2017 and due by Feb. 7th to IPRC. Results will be confirmed in Feb 2017; letters will go out to each request as well as updated list of PR Units will have to be approved by Academic Senate and District Governance Senate. Jessica noted that IPRC needs to let Trac Dat Work group know to rename groups and provide access to the new units. Thea noted we need make sure the correct names are on the official PR Unit list. There was a lengthy discussion because some SAO units are not the same as PR units. Very important to make the distinction and provide correct list of PR units/named correctly in Trac Dat.
  1. IPRC committee membership: Thea has sent out two emails. She is considering another approach to recruit faculty.

Meeting was dismissed at 5:15 pm.

Respectfully submitted, Jonna Schengel, IPRC Co-Chair

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