ANNUAL REPORT OF ACCOMPLISHMENTS/OUTCOMES – 2014 … · ANNUAL REPORT OF ACCOMPLISHMENTS/OUTCOMES...

ANNUAL REPORT OF ACCOMPLISHMENTS/OUTCOMES – 2014-2015

Council/Committee: Budget Council

Date of Report: June 2015

Names of Members: Shelly Allen, Al Avila, Rich Baker, Gary Bierly, Mike Black, Richard Carmody, Cintia Mendoza, Mark Miller, Glenn Owen, Christine Reed, Kim Tito

Names of Co-Chairs: Mike Black and Gary Bierly

1) Prior Year Follow Up: The council identified challenges and issues in the 2013-14 annual

report (attached). a) Provide specific examples of council actions taken to meet the challenges identified. If no

action taken, provide current status (e.g., ongoing, suspended, referred to College Council).

Regular attendance by all constituencies – Ongoing issue especially during summer months and between semesters.

b) For items referred to other councils as institutional items, provide your council’s understanding of the status of each item.

BC goal to develop and streamline process to collect, analyze and report revenue generating and cost saving suggestions will be referred to Institutional Advancement Committee when they resume meeting. 2) Summarize the actions and accomplishments this year (2014-15) related to your council’s

functions 1. Developed 2015-16 budget assumption document. 2. Assessed available resources, including the use of one-time funds. 3. Recommended 2014-15 proposed budget assumptions to Superintendent/President. 4. Attended joint meeting with Facilities Council to review draft of Total Cost of

Ownership board policy. 5. Met with Enrollment Management rep to discuss integration of enrollment and budget. 6. Reviewed draft of updated Public Safety Complex Strategic Plan. 7. Recommended unrestricted fund balance goal of 10% to meet Chancellor’s Office

required institutional effectiveness framework indicator. 8. Reviewed and accepted CCPD taskforce recommendations. 9. Recommended 2015-16 tentative budget assumptions to Superintendent/President. 10. Completed 2014-15 CCPD Annual report of accomplishments/outcomes.

3) Briefly identify any challenges encountered by your council in fulfilling its functions during the

2014-15 year. Regular attendance by all constituencies continues to be an on-going challenge.

Please email this completed report to Melinda Martinez by May 15, 2015

4) What specific institutional improvement needs have been identified by your council to be

forwarded to College Council for consideration? Improved integration with Enrollment Management committee and Budget Council.

a) What intentional and deliberate steps can your council take to address challenges and/or needed improvements? (Make note of those above ).

1. Develop process for allocating resources, including one-time funds. 2. Review other community college budgeting models for best practices.

b) What actions should College Council take to facilitate improvement of challenges for the

institution as a whole? Continue to improve institutional decision making process for staff, faculty, and administrator hiring.



Council/Committee: Facilities Council

Date of Report: May 7, 2014

Names of Members: Danielle Blanchard, Gordon Rivera, Gerald Domingues, Quianna Cater, Rex Van Den Berg, Roger Hall

Names of Co-Chairs:

Names of Ex-Officio Members: Resource Staff/ Note Taker:

Robert Senior, Felix Hernandez Jr. Rex Van Den Berg and Wes Maroney Kathy Buckey

1) Prior Year (2013-14) Follow Up: The council identified the following challenges and issues in the 2013-2014 annual report: Lack of an efficient mechanism by which we gather and respond to constituency feedback. a) Provide specific examples of council actions taken to meet the challenges identified. If no

action taken, provide current status (e.g., ongoing, suspended, referred to College Council). Facilities Council, with the assistance of Kathy Buckey and Phil Hamer, successfully piloted an online constituency feedback survey that was presented to College Council on April 20, 2015. The response was positive and other councils have indicated they would like additional information. Facilities Council will use this survey for all forth coming topics that require constituency feedback.


Facilities Council collaborated with Budget Council to finalize the recommendation for Board Policy and Administrative Procedures 6601, Operational Cost Framework: Facilities. 2) Summarize the actions and accomplishments this year (2014-2015) related to your council’s

functions. In 2014-15, the Facilities Council made the following recommendations to College Council:

a. Revision of Facilities Council Charge, b. District Order of Priority for State Scheduled Maintenance Projects, c. Establishment of the Safety Committee and functions, d. Board Policy and Administrative Procedures 6750 Parking and Traffic Control on

District Properties, e. Board Policy and Administrative Procedures 6601, Operational Cost Framework: Facilities f. Proposed district order of priority for capital construction projects, g. Parking h. Board Policy and Administrative Procedures 3570 Smoking

i. Establishment of a Sustainability Committee Functions and Membership Facilities Council also provided advice on the Rules and Regulations for the Civic Center Administrative Procedure 6700 (previously AP 6700 Community Use of Allan Hancock College Facilities).


2014-15 year. None identified. 4) What specific institutional improvement needs have been identified by your council to be

forwarded to College Council for consideration? Facilities Council recommends a pilot program to provide tablets to council members to use as a way to reduce paper use.

a) What intentional and deliberate steps can your council take to address challenges and/or needed improvements? (Make note of those above).

Facilities Council volunteers to pilot this tablet program for the 2015-2016 academic year.

b) What actions should College Council take to facilitate improvement of challenges for the institution as a whole?

None identified.


Council/Committee: Institutional Effectiveness Council


Names of Members: Rebecca Andres, Armando Cortez, Herb Elliott, Tricia George, Peter Gonzalez, Jane Harmon, Melinda Martinez, Nancy Meddings, Marian Quaid-Maltagliati, Brooke Souza

Names of Co-Chairs: Jane Harmon




• Accreditation steering committee clarified role and mission. b) For items referred to other councils as institutional items, provide your council’s

understanding of the status of each item. 2) Summarize the actions and accomplishments this year (2014-15) related to your council’s

functions • Reviewed, added a new function to IEC and submitted changes to College Council for

approval. • Reviewed, updated and approved IEC Goals for 2014/15. • Provided clarity to IEC function as steering committee for accreditation. • Reviewed, analyzed and submitted findings to college council based on the annual

accomplishment report for 2013/2014. • Developed a status report on all institutional plans. • Developed with College Council outcomes and agenda for the annual planning retreat. • Developed DRAFT measures (Key Performance Indicators) for all strategic goals. • Attached handout from survey reviewed – more than doubled participation.

3) Briefly identify any challenges encountered by your council in fulfilling its functions during the 2014-15 year. • Defining functions of Institutional Effectiveness Council. • Administrative Support


4) What specific institutional improvement needs have been identified by your council to be forwarded to College Council for consideration?

a) What intentional and deliberate steps can your council take to address challenges and/or

needed improvements? (Make note of those above ). • Support Institutional Effectiveness as cabinet level topic through staffing and creation of

permanent position. b) What actions should College Council take to facilitate improvement of challenges for the

institution as a whole? • Make use of resources available through Institutional Effectiveness Performance

Indicators. • Lead discussion about moving Enrollment Management to IEC.



Council/Committee: Student Learning Council

Date of Report: Sept. 1, 2015

Names of Members: A. Garcia, T. George, S. Reyes, S. Farley, P. Murphy, B. Beltran Ex-Officio: N. Meddings, F. Patrick, L. West, S. Reardon, G. Bierly, H.

Elliott Names of Co-Chairs: M. Allegre, J. Harmon




• Basic Skills Initiative Projects: This issue is still an important one. Strategies like acceleration that have proven themselves effective on a small scale need institutional support to continue successful efforts to improve student success on a broader scale. • CSEA Participation: Our CSEA representation in 2014-15 attended and participated consistently. • Lack of Resources: Again, still an issue.


N/A 2) Summarize the actions and accomplishments this year (2014-15) related to your council’s

functions **(Top Five) • Reviewed BSI-funded projects for fall, spring, summer 2014-2015. • Planned and held the second annual institutional Student Success Summit (with SSC) • Reviewed , approved, and forwarded to College Council board policies and

administrative procedures on Program Review (BP/AP 3255); and Program Vitality (BP/AP 4021); Prerequisites, CoRequisites, and Advisories (BP/AP 4260; and others.

• Reviewed recommendations from institutional planning retreat for operationalizing Educational Master Plan to inform Student Success Summit.

• Forwarded recommendations on concurrent enrollment, correspondence education, and short-term courses to Academic Senate and College Council.


2014-15 year. Lack of ASBG Participation: Our appointed representative never attended, despite repeated attempts at communication. Lack of Ongoing Institutional Support: Again, while we did get 3SP funds for the Student Success


Summit—the primary topic of which was scaling of successful support strategies—there are no ongoing resources allocated for those strategies. 4) What specific institutional improvement needs have been identified by your council to be

forwarded to College Council for consideration? Lack of resources is still an ongoing issue. It will be difficult to operationalize the Student Success direction of the Ed Master Plan without allocation of funds to support scalable innovative practices. Communication about SLC Activities: Though there are regular reports at Academic Senate and College Council, the general college community does not seem aware of the SLC’s activities.


Link Resources Use to Data: We have unsuccessfully asked for Foundation support of something we used to have before, Faculty Innovation Grants. With these we could link funded projects to follow-up data that establishes how effective the purchase of a particular piece of equipment or development of curriculum was related to student success indicators. I don’t know that we have done that kind of data analysis before. Communication: Restoring Pedagogy Hour— once a popular activity-- would help if we had someone to take the lead, as did previous VPAA Sanchez. Periodic visits to deans’ and department chair meetings might also be a good idea.


Operationalizing the Educational Master Plan should not be a discussion that happens only at SLC. How we design and support strategies to help our students succeed—to help them feel nurtured, valued, connected, engaged, directed, and focused-- is a conversation that needs to happen across campus, but most especially at College Council, where resources are allocated.




Council/Committee: Student Services Council (SSC)


Names of Members: Nohemy Ornelas, Associate Superintendent/Vice President Student

Services; Hector Alvarez, Academic Senate Designee; Robert Parisi,

Management Association; Linda Reed, Supervisory/Confidential; Mallory

Martenis, CSEA; Veronica Sanchez, Faculty Association; Richard Baker,

Part Time Faculty Association; Joanna Davis, ASBG Student

Representative

Ex-officio Members: Glenn Owen (fall 2014), Rick Rantz, Yvonne

Teniente-Cuello, Alex Bell, Juanita Tuan, Marian Quaid-Maltagliati

Names of Co-Chairs: Nohemy Ornelas, Hector Alvarez

1) Prior Year Follow Up: The council identified challenges and issues in the 2013-14 annual report (attached).

a) Provide specific examples of council actions taken to meet the challenges identified. If no action taken, provide current status (e.g., ongoing, suspended, referred to College Council).

The challenges identified in 2013-2014:

Work to be done around 3SP and Student Equity Plan

Vet both plans and receive input and feedback across the campus

Update Board Policies and Administrative Procedures

Develop a policy regarding the Exemption of non-resident fee for College Now

Develop 3SP mandated marketing materials

Create a staffing plan for 3SP services

Below are updates/action taken from SSC:

The 3SP Plan was vetted and completed October 2014 The Student Equity Plan was vetted and completed December 2014 The BOT approved a pilot program to exempt the non-resident fee for College Now

students The 3SP and Student Equity Committee developed several marketing items for

distribution Staffing needs were identified



The following positions were filled in Student Services:

3SP Technical Specialist, UTC Counselor, Career Counselor, Noncredit 3SP

Support Staff, Transcript Evaluator

Reviewed/Updated AS/VP SS Job Description

Consensus reached to update SSC structure/functions: Added faculty Ex-officio

member (appointed by the Academic Senate); Add SS-LOAC, CAST and 3SP &

Student Equity as standing committees

2) Summarize the actions and accomplishments this year (2014-15) related to your council’s functions

Fall 2014:

a) Agendas, notes and meeting materials posted in a timely manner on SSC group page and

myHancock (Functions 1&2)

b) 3SP and Student Equity Plans developed, reviewed, finalized, and advanced to Academic

Senate, College Council, and BOT (Functions: All)

c) Phase I of Student Services BPs and APs with Accreditation priority were identified,

reviewed/updated, vetted, and advanced to College Council and the Board of Trustees (13

total) (Functions: All)

d) Accreditation updates: regular agenda updates (Functions: All)

e) Secured consistent ASBG student constituent participation on SSC (Functions: 1&2)

f) Proposal to Increase Transcript Fees (Functions: 1&2)

g) Provided guidance and direction to SSC standing committees (Functions: 1&9)

h) Monitored development of Outreach Plan (Functions: 6,2,8)

i) Monitored Program Review and Annual Update Process (Functions: 2,3,6)

j) Recommended Dual/concurrent Enrollment (Functions: 7&8)

k) Request to Exempt Non-Resident Tuition for College Now Students (Functions: 7&8)

l) Winter Intercession Recommendations (Functions: 1,2,4,7)

m) Awards for Innovation Grant (Functions: 7)

n) College Now Student registration date changes (Functions: 1&8)

Spring 2015 a) Phase II of Student Services BPs and APs were identified, reviewed/updated, vetted, and

advanced to Academic Senate (10+1 related), College Council, and Board approved (21

total) Giving us a grand total of 34 for the academic year. (Functions: All)

b) Identified, Phase III of Student Services BPs and APs for 2015-16 (Functions: All)

c) Alpha Gamma Sigma recognition of AHC Transcript Request Reviewed and identified as

goal for 2015-16 to consider other student groups/club recognition on AHC transcripts

(established parameters) (Functions: 1,4, 8)


d) Bridges to Success High School Outreach Model (Functions: 1,2,6)

e) Advanced to CCPD Task Force recommended Changes to CCPD (Functions: 1&2)

f) Collaboration with SLC re: Enrollment of Out of State Students in DL courses (Functions:

2&4)

g) Collaboration with SLC Co-Chairs in the planning and delivery of the 2nd Annual Student

Success Summit (Functions: 2&4)

h) Monitored Program Review and Annual Update Process (Functions: 1,2,3,4,6,8)

i) Accreditation Updates regular agenda items (Functions: 1,2,4,6,7,8)

j) Heard, advised and made recommendation for Dual/Concurrent enrollment (Functions:

4,6,8)

k) Proposed to College Council for a 2-year Pilot Program to Exempt Non-Resident Tuition for

College Now Students (Functions: 2,4,6,7,8)

3) Briefly identify any challenges encountered by your council in fulfilling its functions during the 2014-15 year.

Although SSC requested constituency feedback in a timely manner, limited responses were often received. Participation from the Part-time faculty constituency group along with Management Association appeared to encounter regular attendance challenges this year.

4) What specific institutional improvement needs have been identified by your council to be forwarded to College Council for consideration?

Regular distribution and sharing of information related to Student Services Council.


Utilize electronic system to share information and college feedback from constituency groups.


Utilize electronic system to share information and college feedback from constituency groups.


Council/Committee: Technology Council


Names of Members: Kate Adams (FA), Will Bruce (Mgmt.), Rhonda Cannon (ASBG), Nahid Laghmani (PFA), Carol Moore (Co-chair), Robert Nourse (CSEA), Alberto Restrepo (Co-chair), Linda Shelby (Supv./Conf)

Names of Co-Chairs: Carol Moore and Alberto Restrepo




• None b) For items referred to other councils as institutional items, provide your council’s

understanding of the status of each item. • None

2) Summarize the actions and accomplishments this year (2014-15) related to your council’s functions • Completion of updates to BP/AP 3720. Further revisions/updates will be made during the

summer to ensure no negotiable (working conditions) are included in the AP. • Completed outline of how to update Technology Master Plan going forward.

3) Briefly identify any challenges encountered by your council in fulfilling its functions during the 2014-15 year. • Slow in getting feedback from constituent groups.

4) What specific institutional improvement needs have been identified by your council to be forwarded to College Council for consideration? • An easier mechanism to solicit and obtain constituent feedback (refine procedure). • Important to institutionalize a mechanism to continue funding source for Technology

after the Bond expires. a) What intentional and deliberate steps can your council take to address challenges and/or

needed improvements? (Make note of those above ). • Work with College Council to refine the process. b) What actions should College Council take to facilitate improvement of challenges for the

institution as a whole? • Work with Budget Council to create a plan for continuation of funding for Technology. • Refine the process for constituent feedback for all shared governance councils.


ANNUAL REPORT OF ACCOMPLISHMENTS/OUTCOMES – 2014 … · ANNUAL REPORT OF ACCOMPLISHMENTS/OUTCOMES...

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