NOTES – COUNCIL OF DEANS

June 11, 2015

Present: J. Anaya, M. Barrios, T. Bonacic, C. Fitzsimons, W. Garcia, E. Geraghty, A. Grant, A. Grigsby, D. Hayden, A. Hernandez, K. Holmes, B. Klier, T. Lew, G. Miranda, W. Morris, R. Natividad, J. Nishime, A. Osanyinpeju, V. Rapp, S. Rodriguez, J. Shankweiler, D. Shrader, C. Striepe, C. Subramaniam, R. Totorp

Other Guests: L. Mednick

  1. INFORMATION
  1. Notes of 5/28/15: Distributed and reviewed with the following revisions:
  • IIIA. “New appointments for Financial Aid:”
  • IIIA. “A Student Service TechnicianSpecialist has been hired to assist with outreach for Financial Aid.”

Introduction of new employees: Lissette Marquez, Secretary for Academic Affairs; Mary Beth Barrios, Associate Dean of Counseling and Student Success; Amy Grant introduced as Interim Dean of Natural Sciences. Introduction of all attendees.

  1. PBC Update: C. Fitzsimons provided an update:
  • Committee approved tentative budget.
  • ECC found at parity with regulations.
  • 4/2/15 memo from Chancellor’s Office stated 4 areas of Institutional Effectiveness Outcomes were adopted:
  1. Student Performance and Outcomes
  2. Accreditation Status
  3. Fiscal Viability
  4. Programmatic Compliance with State and Federal Guidelines

Need to establish goals to meet these four areas by June 15th. Expects all schools to post district goals by 6/30.

  1. DISCUSSION/ACTION
  1. Flex Day: L. Mednick reviewed and discussed Professional Development Requirements/Allowable Activities:
  • Implementation Guidelines for flex: general idea is around instructional improvement.
  • Referenced “Professional Development Reporter” document in agenda packet and discussed.
  • Referenced “Categories and Activities List” document in agenda packet and discussed. List should serve as guide from the Chancellor’s Office. Wants to begin working on Strategic Objectives. Seeking input on this from members. Looking to Deans for guidance on the specific need for professional growth in their areas.
  1. Some categories/activities are not explicitly described; related activities and preparation.
  2. FACCC (Faculty Association of California Community Colleges) is considered an activity for flex.
  3. Professional Development (PD) aware of the challenges counselors and librarians have regarding flexibility in scheduling/attending; however, need to raise the bar on this in case of audits.
  4. Member asked if a flex meeting could be made mandatory (e.g. give flex credit for attending, dock for not).
  5. Flex should be “highly recommended”; cannot say “mandatory”. Intent is to provide flexibility for those with contractual obligations. Department meetings can be made mandatory. Faculty cannot be docked for missing flex.
  6. HSA has made a flex activity mandatory (Athletic Eligibility- yearly compliance test); otherwise; cannot coach. HSA’s activity is a non-compensated day, “outside of regularly scheduled meetings”, as stipend payment does not begin until after.
  7. Discussed whether flex credit could be given if required to attend a meeting.
  8. Divisions are inconsistent in recording flex and department meetings. Some are rewarding faculty for attending (giving flex credit) and docking for missing. Faculty should be docked for missed department meetings.
  9. Members would like electronic copy of “Categories and Activities List” to refer to. ECC no longer has a “what worked/what didn’t” to plan for future. Feels wrong to approve something that already happened.
  10. It would be helpful to have standard campus reporting form to be added to the online reporting. Expectations would be clear on what happens after a conference.
  11. Need to reinstitute a summary section (what was learned at conference) of online reporting.
  12. Faculty have never received flex credit for curriculum development; it has always been a part of their job description.
  13. PD will revise matrix so everyone is on the same page regarding approved flex activities.
  14. Members are unable to refer back to a see what faculty has signed up for and what has been approved; members hope ITS can provide lists/screens separated by division to find information easily.
  15. Not everyone has the same flexibility to attend flex activities because different job functions have different requirements of on-campus hours (e.g. instructors, librarians, and counselors).
  16. Librarians and counselors are recommended to adjust their schedule to fulfill flex requirement.
  17. Members discussed how not everyone receives flex credit for same type of activities.
  18. Faculty cannot get flex credit if getting paid (on the clock).
  19. PD has looked to other colleges to see what others have done about this to be consistent. The language in the document needs to be revised to be clearer. Need standardized process and rules for everyone.
  20. Need to implement a brief statement of flex activity from faculty and include this in department meetings.

This discussion will resume in August. L. Mednickwill be invited to VP/AA Deans meeting for further discussion.

  1. BP/AP 3710: A. Grigsby provided update on AP 3710 form revisions, and proposed to move onto next step of approval. Will go to College Council. The following revisions were suggested:
  • Paragraph 4: “President/SuperintendentSuperintendent/President”
  • 1C: “districtDistrict”
  • 1D: “EmployeesEmployee’s”
  • 1F:“These Proprietary Instructional materialsMaterials...”
  • Twoadditional “faculty members” references found. A. Grigsby informed some were left intentionally.
  1. Winter Session: J. Nishime provided an update:
  • Will move forward with winter 2017. Too much to do to make happen for 2016.
  • Committee will consider all dates suggested and consider everyone affected.
  • Board letter being posted today has long explanation on winter 2017 decision.
  • Staff is appreciated for willingness to take on winter 2016.
  1. Enrollment Management: J. Nishime provided an update:
  • Need to reinstate this committee at ECC which was disbanded when the Student Success Advisory Committee was established; Compton always kept theirs.
  • Will meet the 2nd Thursday of the month, alternating with Student Success Advisory Committee.
  • Seeking two Deans for this committee; R. Natividad and C. Fitzsimons volunteered.
  • I. Graff has some metrics that can be used for drafting the plan.
  • Need to implement some things before meetings begin to have a draft plan ready in the fall due to only two meetings (Sep & Oct, as Nov and Dec fall on holidays).
  • Want to integrate Outreach Plan & Francisco’s draft EM plan.
  • Need to consider: What kind of courses should be offered? Will need to coordinate with Adult Ed. since there is an opportunity to develop bridge classes to recruit students to ECC.
  • Need to establishshort-term & long-term FTES goals for the Institutional Effectiveness. We were only required to report four goals but we have established almost all of our goals except for FTES.
  1. Staffing Analysis: J. Shankweiler provided an update on Hourly Employee Report and referenced the document “Staffing Analysis” in agenda packet:
  • Casual employees do not currently receive benefits. Concerns have arisen regarding them earning Paid Time Off: Sick Leave.
  • Workers will accrue up to 3 days in one year (1 hour accrued for every 30 hoursworked). Must work a minimum of 90 days to use. Effective 7/1/15.
  • Need to complete a survey to find out where we are; if we need to replace part-time workerswith full-time.
  • Members were asked to look at their division as a whole (or program- e.g. Fine Arts may want to separate Center for Arts) to see what the budget is and which Funds are used.
  • An additiontothe document was proposed:
  • A separate line item at the bottom of analysis grid:

“Number of Casual Employees in the same position for more than 5 years”.

  • Divisions are to count the number of employees that have been in position for more than 5 years (and those on the cusp of 5 years). Numbers are due by 7/9/15.
  • Financial Aid managers have raised concerns about who is paying for this Paid Time Off for workers.Student receiving Federal Work Study cannot be paid for time not worked.
  • Board is considering raising the minimum wage beyond the $10/hour, which will greatly affect budgets for part-time employees.

III. OTHER

  1. Announcements: W. Garcia provided an announcement:
  1. Enrollment Services Division to be changed to Student Support Services Division. Most programs will remain. Assessment & Testing, as well as FYE, will eventually move over to the Counseling & Student Success Division. EOPS/CalWORKs/CARE has moved to W. Garcia. Michelle Arthur is returning as Director of Student Support Services (formerly Enrollment Services). Email to campus community coming soon.
  2. Colleague screen APRS: Members were asked if anyone uses this screen. Consult with W. Garcia to establish what everyone uses it for. There have been some issues with it. Some use it for information on academic programs offered at ECC, whether a program is eligible for financial aid, and number of units required.

The Council of Deans will resume in August 2015.

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