August 10, 2005 – Instructional Deans’ Meeting – 9:30 a.m. Program Priorities for Marketing

Deans to email Gena programs slotted to market Moves

Polly - contact Paul Dawson re: moving Wendy. Mi Hu/Gloria – Does CETL need to move if office space is found for Steve

Trail? Contract Linking Training

Train anyone who wants to be trained. Have admin assistants assume training roles—may need to pay extra contract.

Equipment List

Need to do by September 30. Administrative Procedures

Dr. Shirley will call meeting of upper level administrators to review procedures. Administrative procedures will be reviewed at each dean/assoc dean weekly

meeting. On-line Courses as Part of Load for Full Time Faculty

The number of online courses taught by full time faculty to make load is up to the discretion of the dean.

Part Time Faculty Handbook

Polly will send each dean/assoc dean the section of the handbook that refers to him/her. Please edit and return to Polly by the end of this week. The handbook needs to be ready for the start of classes.

Transition GED/ESL Students

Rose/Andrea will open a dialog with the instructional coordinators to formalize a plan for the transition of GED/ESL students into credit classes.

Rose will report back to the deans/assoc deans. Communications

Bring all questions regarding instruction or student service policy or procedures to the table for discussion. This will ensure that we are all on the same page that that we have an opportunity to weigh in on recommendations prior to asking the question of another area of the college.

Instructional/Associate Deans’ Meeting September 7, 2005 – 9:30 a.m. – SRC-216 College Night, October 4 – classes end at 3 p.m. Full Time Faculty - Spring ENG Temp

Would take up to $15,000 to fund for one semester Other divisions have no funds to transfer Use UAF & part timers UAF’s may go beyond 9 hours Difficult to recruit part timers because “good” class hours are taken by existing

UAF’s. For discussion at next meeting – Administrative Position Levels

Rick promised an associate dean Need to look at admin assistant positions Need to look at admin assistant balance to number of full time faculty

For discussion at next meeting - Equipment

Polly will send out what was left on last year’s list. Montessori

Gena asked Rick to give her a budget on this program. The college needs to cover costs.

Set-aside funds from last year

Gena asked the deans to let her know if they have special faculty initiatives that need funding.

Capacity Compensation

Between dean and faculty member If gaining students in one class and losing in another—may not need to pay UAF’s need to be compensated, but not part timers

Searches

Gena asked to interview faculty finalists only Administrative searches – interview every candidate (can be individual meeting or

she will sit in on committee interview, or she will attend open forums. Gena stressed that the most important job a leader does is hiring. Reading search has fewer than 20 applicants—no diversity. The search will go

forward. Biology – need to hear back from Winnie

Wait Lists

Some faculty are letting students into classes who are not first on the wait list.

As of September 6, faculty may let students in to classes if there is space. They will need the dean’s approval to increase capacity.

University Partnerships

John is working with partnering colleges on exactly what will be offered to students

Three of the programs look good, but industry technology is doubtful Administrative Procedures

The team discussed procedures 1.101, 1.103, and 4.101 John will work with Karyn Schmidt on changes and bring them back to the next

meeting. Gena would like to institute a Catalog Review Committee

Telecourses

The team discussed communications between faculty/students and staff/faculty. What is the process?

Telecourse faculty need guidelines and need to be held accountable Tim will work with the Telecourse Advisory Committee to draft guidelines

which will then be taken to the Academic Policy Committee who will make a recommendation to Gena.

Academic Master Plan

The draft will be posted on the VP website Next step is to decide how to implement the plan and involve faculty and

administrators and staff.

Instructional Vice President’s Team Meeting Notes September 14, 2005 – 9:30 a.m. – Alumni Room UpdatesKelli Sinclair

Excellent SEM conference to be held in Chicago. www.aacrao.org/sem15 Sharon Baker

New Retention Specialist – Valerie Jefferson Mary Hatch

Performing Arts Director search is underway. Cindy Gaspardo is acting director. VPAC brochure for this season is out. Ask Mary if you need more copies.

Rose DiGerlando

ESL late start classes beginning. Coordinator of Citizenship Initiative… search is underway

Sharon Konny

Finishing audit. Phyllis Thompson

Three new faculty members in nursing Nursing program is up to full enrollment

Tim Moore

Distance Learning will move in late September to SRC-143 DL Advisory Committee met yesterday. Future focus will be on where is DL

going? Why? And what research is available? Advisory Committee will discuss Telecourse start dates which are currently every

two weeks. Gloria Dimoplon

Strong enrollment in health/sciences Biology search is underway Looking at new health/science programs as the result of a site visit to North

Central Tech College Mi Hu

CETL to move to SRC-116 Board approved CETL computer purchase Library is slated to become wireless LRC instruction room has been fully booked since beginning of semester. Unable

to accommodate all classes. Looking for suggestions from others on how to accommodate everyone.

Associate Dean of Library search is underway

Steve Droesch SSECCA general membership meeting is this Friday, September 16, 11:30 a.m.

to 1:30 p.m. All SSECCA employees may attend this meeting. SSECCA is preparing its negotiating team and will begin training.

Rick Mao

Strong enrollment in transfer courses Looking for replacement for one full time faculty retirement, one 14 week

absence, and one UAF resigning. Looking to recruit a displaced teacher from the New Orleans area.

Gena Glickman

The Academic Master Plan & the Fox Valley University & Business Center were discussed at the board meeting.

The board is interested in participating in a focus group to discuss the Academic Master Plan at its next board work session.

Gena thanked Tim Moore for his excellent C-map demonstration on the Academic Master Plan.

The Business Conference Center will be renamed the Fox Valley University and Business Center at Elgin Community Collge (UBC).

Polly Nash

In the second phase of assessment testing The Assessment Committee is now a standing college committee The division realignment was completed during the summer. Now looking at

administrative leadership and support staff numbers supporting faculty. A chart was distributed reflecting rough numbers. Polly will send an electronic version of the chart to the team.

John Coffin

Dean of Students search is underway The board would like to meet with the finalists for this position. College Night is scheduled for October 4 in the Events Center.

Roger Spayer

Forty searches are underway at the college Negotiations for 3 credit hour faculty are almost finished. One outstanding item

will be ruled on by the IELRB. Reviewing diversity training. May tweak the training and will look at more

trainers from in-house Theresa Reddick is the new Payroll & Benefits Manager Reminder: SSECCA is the sole bargaining agent for its members

Spengler-Abell

VP for Instruction’s office has an opening for a part time admin assistant.

Vince Pelletier Electronics program will be eliminated at the end of spring semester 2006 due to

low enrollment. Associate Dean of Business & Career Technology is underway.

Eric Dobradin

Student Government is moving to the former Financial Aid Office area Students Clubs & Organizations are working together on Katrina relief efforts Latino Heritage Month activities are in full swing

Searches

Marketing Director (Open forums are planned – will select 4-5 finalists) Dean of Continuing Education (Tentatively scheduled to go to December board

meeting with a candidate) Director of Performing Arts (Tentatively scheduled to go to January board

meeting with a candidate) FT Biology Faculty (Tentatively scheduled to go to December board meeting

with a candidate) Student Life Coordinator (In progress)

Consultant Report – Gena

Gena met with the Student Services group to discuss consultant Lynn LaCalle’s report on the division.

The purpose of the study was to 1) analyze the organizational and service structure of the Student Services departments and make recommendations for strengthening the departments, and 2) make recommendations for the position of Dean of Students.

A copy of this report will be sent to the Instructional VP Team members. (See attachment)

Academic Plan - Gena

The Academic Master Plan is available on www.elgin.edu – click “Academics.” Next step: how do we go forward and involve employees and students with the actions

from the plan? Town meetings? Meet with special groups, e.g., instructional coordinators? Gena will meet with the Club Council at its next meeting to solicit student involvement

and will meet with SSECCA to talk about their involvement. Accreditation Update – Rick

Received all criteria for first round of editing. Will post draft to Enet with a process for feedback A town meeting may be considered to engage employees with the process The outside accrediting team on-campus visit is scheduled for March 2006

Catalog Revision Committee – Gena

Gena would like to form a Catalog Review Committee. Deadline dates from marketing need to be blended with those who make academic policy.

Equipment List – Gena

Deans need to review the list and set priorities. The list will be finalized at the end of September.

This will be discussed at the next Instructional/Associate Deans’ meeting. Gena asked that individual faculty members work through their dean when requesting

equipment from the Foundation. Humor Workshop – Gena

All employees will be invited to attend a World Humor Workshop on Friday, October 21, from 2:30 to 4:00 p.m. Offices are to be closed during this time with the expectation that all employees will attend.

The workshop deals with customer service. Faculty Office Hours – Vince Pelletier

If a faculty member attends a meeting during his/her regularly scheduled office hours, does that time need to be made up? Or, should the faculty member not attend any meetings during regularly scheduled office hours.

Sometimes it is very difficult to get faculty together for tenure committees, etc. From a student perspective, it is important that faculty keep their regularly posted office

hours Further, office hours generally should be in ½ hour increments; in some cases, 15

increments are acceptable. Office hours are by dean's approval . Coffee Chats – Gena

Gena will begin holding informal meetings with various employee groups to better understand what each person does in his/her job.

Institutional Research – Gena

The Board of Trustees asked IR to conduct a survey of FSQ students on how they get to FSQ (bus, car, walk) and, if by car, do they need parking.

Events Center – Carole R.

The priority order for scheduling the Events Center is: 1) Athletic games 2) Revenue generation 3) Practice

Carole will draft a written policy

Submitted by Susan Spengler-Abell

Instructional Vice President’s Team Meeting Notes November 9, 2005 – 9:30 a.m. – ATC-Auditorium UpdatesGloria Dimoplon • Equipment purchases in progress • Faculty searches in progress Betty Gill • Waiting to hear from IELRB to finalize 3-cr hr faculty contract • Administrative procedure updates in progress Alice Eakin • Working on standardizing grant procedures which follow the chain of command and

are aligned with the academic plan priorities. Kim Wagner • Received $32,000 for ETIP grant • Received CSSI grant for $120,000 for IST program • Applied for indirect cost rate Heather Scholl • Budget book compilation is in progress • At their next meeting, the deans will discuss what additional information they would

like to see in the budget books and submit suggestions to Heather Sharon Konny • Working Datatel registration for spring semester Sharon Baker • Continuing with pilot program for developmental courses

” to provide services to at-risk students well before

isa Wiehle

t the effect of developmental courses using last year’s data to gauge

• ks which will be available at the end of the week. Will be

elli Sinclair

e a cross-functional catalog committee to look at the presentation of policies/procedures, curriculum, and general information. Kelli asked for input from across the college.

• Will begin a pilot for mentoring • Looking at a pilot for “early alert

midterm

L• Looking a

reduction in classes Working on data boodistributed in CD format. Excel spreadsheets will be available to deans for manipulation.

K• Will conven

Instructional VP’s Team Meeting Notes 2 November 9, 2005

yllis Thomson Received a CSSI gr

Ph• ant extension

Working with Provena on the possibility of a health clinic for the campus • Tim Moore • Will pilot a Quick Time Server in the spring • The first certificate program will have all online courses • Revamping VP Instruction website

ent and

-46 to have FSQ designated at a GED testing site.

or personal gain.

Cell Phones – must be for a true business need. Effective January 1,

• Technology search in progress

i Hu fer Smart Board training

payer arcelyn Kropp nscript process

PT support staff are attempting to unionize. Managers are asked not to distribute rds or other material. Staff may not participate in organizing activities on

• • search in progress

Equipment purchases in progress

Rose DiGerlando

liarizing herself with the Assessm• In conjunction with Polly Nash famiAcademic Policy Committees.

• Working with U Carol Robertson • Use of College Assets – employees can not use college equipment f

Questions? Call Carole. • College Issued

2006, a charge of $3.00 per pay period will go into effect to cover personal cell phonecalls. This is an IRS directive. Master Plan – The top tw• o firms were selected on November 8

• Tuition – In process of projecting tuition increase. Will need additional information from deans to complete the process. Grants – need to remember to s• pend grant dollars first. Try not to ask for extensions.

Vince Pelletier

Associate Dean of Business & Career M• CETL will of• Associate Dean of LRC is in progress Roger S• New Director of Communications is M• Deans have been very helpful in the tra•

signature cacompany time.

Rick Mao

Accreditation self-study is available on Enet Reading faculty

•

Instructional VP’s Team Meeting Notes 3 November 9, 2005

Carole Akemann • Info sessions are being planned for community groups. Let Carole know if you belong

to a club or organization that she & a referendum community member can attend. Strategic Plan is being updated

• ent g/conference/index.html

• Gena Glickman

Recommended the spring National Institute for Staff and Organizational Developmconference. http://www.nisod.or Also recommended the Kellogg Institute. http://www.ncde.appstate.edu/kellogg.htm•

Rose is coordinating – send her changes ASAP • Fee Changes –• First Stop – rethinking location Submitted by Susan Spengler-Abell

Associate/Instructional Deans’ Meeting Notes – November 16, 2005 – 9:30 a.m. -Gena’s Conference Room Advisory Committee Referendum Information Meeting • Wednesday, December 14, 200 • 5:30-6:00 p.m. – Social Hour • 6:00-7:00 p.m. – Referendum Information Meeting • Carole Akemann’s office will issue invitations • Faculty will be invited but are not required to attend. Faculty Position Requests for Fall 2006 1. Nursing - retirement 2. English/Developmental English - retirement 3. ESL - replaces retirement in Electronics 4. Mathematics - new (also possible retirement for 2 positions) 5. & 6. Reading/Developmental English (2 positions) - new 7. Art (foundations) - new 8. Radiology Program Director/faculty to develop new program (if this position can be grant funded, will replace this request with a Nurse) - new Administrative Procedures • The Administrative Procedures Review and Revision list was distributed • Not all of the procedures on the list are under the purview of the Vice President for Instruction & Student Services, but they have an effect on instruction and student services. • The new procedures will be reviewed at the next meeting. New procedures: -Placement Test Appeal -Academic Policy Extra Curricular -Academic Policy Minimum Competencies • Already reviewed procedures will be verified to be sent to Betty Gill. Enrollment in TelecoursesSome faculty have complained to Tim that by allowing Telecourse students to begin Telecourses early this results in a change in working conditions and the creation of an accelerated semester which is outside the norm. After discussion, the team agreed that start dates for Telecourses will not change this year. As always, due dates in these independent study sections, will be agreed upon by the instructor and student. Administrative Procedure 5.103 – Minimum Requirements for Appointment to Faculty The instructional deans will meet in the H.R. conference room on Tuesday, November 22, 2005, at 9:00 a.m. to review faculty credentials.

Academic Freedom Committee • Mary Hatch volunteered to serve as the Administrative Representative. • John Coffin will seek a student representative. • This committee will act as ad hoc. It will not adjudicate, but will make

recommendations on best practices for ECC. Ethics Committee • Members of the Ethics ad hoc committee include: Gary Norden, Diane Petersen, Laurel Vietzen, Heidi Healy and Mary Ann Tuerk. • Mary Hatch and Candice Moore are co-chairs • The first meeting is scheduled for December 9. Budget Book Suggestions • Contract rate for all adjuncts for current year and next year. • What is rate per credit hour? • Estimate of revenue generated by course fees and have instructional supplies adjusted appropriately. • rojection for increase for non-unit part time fa P culty. • Gena reminded the team that new administrators will n eed travel dollars, etc.

Instructional/Associate Deans’ Meeting August 9, 2006 – 9:00 & 10:00 a.m. Board Meeting

- Strategic Campus Plan Report to be presented to the college community on September 12.

- FY07 Budget was approved. Academic Calendar

- Problem with academic year 2009– Classes scheduled to begin January 12, 2009, with payment due date December 17 or 18, 2008.

- Team agreed a later start date is needed. - Send Rose comments.

IAI Gen. Ed. Course Requirements

- Under the IAI course requirements, a faculty member must have a master’s degree in order to teach an IAI gen ed course.

ESL Full Time Faculty Member

- Gena asked the team’s opinion of where to place the new ESL faculty member for purposes of committee elections.

- It was recommended that the new ESL faculty member be placed with the Communications & Behavioral Sciences faculty for committee elections.

- Gena will recommend this to Linda Hefferin. Welcome

- Gena and Mary welcomed the college’s new associate dean of visual, liberal and performing arts, Irina Del Genio.

Telecourse

- Tim walked the team through his proposal (attached) for action on telecourses. - Issues and proposed actions were identified. - Gena will mention Tim’s report during her opening day remarks.

Distance Learning Day

- Tim is planning a distance learning day for administrators and other interested staff and faculty.

- He is lining up speakers for a late September presentation. Program Outcomes

- Rose distributed a progress chart of where academic departments are on completing their outcomes for assessment. Several departments are behind and assessment measures will begin this fall.

- Gena reminded the team that NCA cited ECC for lack of assessment measures. Position Requests

- All but two new position spreadsheets were submitted to Gena from the deans. The remainder of the meeting was spent on faculty negotiation items.

Instructional/Associate Deans’ Meeting August 23 2006 - 9:00 – 10:00 a.m. - Conference Room Searches in Progress

- Associate Dean of Enrollment Management - Testing Clerk - Director of Disability Services - Testing Manager - Math Faculty - Nursing Faculty - Dental Assisting Director - Evening Student Services Specialist – FSQ - Associate Dean CABS - Reading Faculty - Part Time Placement Officer

Board of Trustees Waivers and Scholarships

- A subcommittee was formed (Carol, Mary, John) to compare the Trustee Scholarships with Administrative Procedure 4.201 – Tuition Waivers and Trustee Scholarships.

- The Developmental Education Task Force is working on a common definition of a “developmental student.”

First Day of Classes

- Carol asked for the team’s feedback on the first day of classes. - She distributed “Ask Me” buttons and encouraged the team to wear them. - Wait Lists – Carol and her staff will communicate with the deans on opening new

sections or asking faculty to open seats. - Deans can pay independent study rates for additional students in a class. - Parking lots – not completely filled.

Equipment List

- Rose reminded the deans of the dates for the FY07 Equipment Planning Procedure. She will resend the procedure to the deans.

- September 4 – Deans review list with faculty. - September 11 – Send prioritized equipment lists to Gena & Rose. - September 20 – Deans meet to combine and prioritize master list.

Library Liaison

- This is tied in to the LRC acquisition activity from the academic plan. - Library personnel will work closely with instructional coordinators to determine

needs. - Deans also need to work closely with faculty. - Funding will come from Foundation, Ed Fund and unspent part time faculty

salary.

Office Space- Two vacant offices in Counseling will be used by the Disability Director and the

part time Placement Officer. - Rick will use the I.T. storage room in upper SRC as an office.

District Partnerships for Curricula Alignment

- ECC needs to work more closely with district high school counselors/teachers to align curriculum with ECC’s minimum competencies.

- Test results will be sent to high schools. Trevell Eddins is working on this and it should be ready to be sent by the end of this week.

- A meeting will be scheduled with Trevell, Annabelle, Rick and Gena to further discuss this issue and Gena and Annabelle will visit high school principals to discuss alignment initiatives.

On-line Hybrid Issue

- Gena, Tony, and Tim will meet with ECCFA reps to discuss payment for on-line hybrid classes.

On-line Grading

- Carol has training session for on-line grading planned. Academic Plan

- Marcy has reformatted the academic plan by fiscal year, by division, and by activities.

- The newly formatted document will be sent to the deans to fill in the blanks. - Marcy will need the document back the following week in order to prepare for

the September board presentation. Submitted by Spengler-Abell

Instructional/Associate Deans’ Meeting – October 18, 2006 Co-curricular Fund Amybeth Maurer, Director of Orientation and Student Life, discussed the Co-curricular Committee funding.

• The Co-curricular Fund enables faculty to connect out-of-class learning with classroom learning. Besides benefiting students, these activities will help to build better relationships between Student Life and faculty.

• The Co-curricular Fund has $8,000 available for speakers or other activities. • Activities funded by the Co-curricular Committee need to be open to all students

and outcomes need to be identified. • The Co-curricular Fund application form (attached) will be sent to the deans’

offices for further distribution to faculty. Assessment David Sujak, Assessment Chair, discussed progress of the Assessment Plan.

• This semester is the fourth semester, and end of the second year, of gen ed assessment.

• This semester also begins the course level assessment. The minimal number of courses to assess is the most enrolled course in each area however, more can be done. The form to be submitted to the dean is Annual Summary Report of a Course.

• Besides submitting the above form, the Annual Summary Report of a Program needs to be forwarded to the dean before fall opening day 2007. After the dean’s approval, all forms will be forwarded to the office of the Assistant VP. The college must have all forms completed and on file to be in compliance with the NCA mandate on assessment.

• It was recommended that the deans read the mission statement, philosophy, and the rights and responsibilities sections of the Comprehensive Assessment Report.

• The Program Outcomes Progress (POPS) report lists the ongoing progress of each program.

• The Assessment Committee is willing to assist any faculty member who needs help with the process.

• The Comprehensive Assessment Plan, meeting dates, and forms can all be found on Enet-Instruction-Committees-Assessment.

CETL Beth Santell, Chair of the Faculty Development Committee discussed CETL credits.

• Earlier in the semester, Beth sent an email to faculty to remind them to notify their dean by October 1 of any pre-approved activities that would move them on the salary schedule.

• CETL credits are automatically pre-approved for faculty without needing the dean’s approval.

• CETL sends notification to faculty of their accumulated credits in November. • Faculty were concerned that they would not receive credit for CETL courses until

the following year since the October 1 deadline has passed.

• Gena agreed that the CETL credit will be counted toward next year. Employee Training Several team members are having difficulty in determining who is designated to train staff and faculty on the Datatel functions. It was recommended that the new Training Coordinator, Sandi Brown, be asked to the November 1 meeting Honors Mary presented the recommendations of the deans’ subcommittee on honors classes (see attachment). Gena asked the deans to convene the committee. She asked them to send to the faculty senate the names of faculty who are willing to serve on the committee. She suggested that the committee membership include an administrator, possibly the Phi Beta Kappa advisor. Open Houses A college-wide open house for spring 2007 was discussed. Gena asked for a proposal from Mary and Carol for discussion at the November 1 meeting. Ethics Mary distributed copies of the Proposed Ethics Programs and Activities recommendations (see attachment). The board received the document at last night’s meeting. A presentation will be made at the November 9 Board Work Session. Telecourse Survey Tim distributed copies of the Telecourse Survey (see attached).

• Gena asked that comments, questions, and changes be sent directly to Tim. • This topic will be discussed at the November 1 meeting.

Student Success Grant Rose is the budget administrator for the Student Success Grant from ICCB.

• Rose asked the team to read the grant guidelines and give her proposals for use of funds.

• The grant allowable expenditures would seem to cover programs in Mi’s and Carol’s areas.

• The grant is for FY07 and may not be available to ECC next year. • The amount of funding has not been announced yet.

Financial Aid Gena distributed a chart of issues needing action related to Financial Aid. Marcy is working with Sharon Konny on this project and will be in touch with team members who are affected. New Initiatives Budget The team balanced the new initiatives budget for FY07. Gena asked them to be prepared to do the same thing for the FY08 budget at the November 3 meeting.

Submitted by Spengler-Abell

Instructional/Associate Deans’ Meeting - January 24, 2007 – 9:00 a.m. – SRC-216 Rose DiGerlando convened the meeting. Budget Book Discussion Heather Scholl discussed budget books.

• Will send usual spreadsheet for part-time staff asking for information to estimate next year’s cost.

• Heather is attempting to create a self-contained budget book with all the info that administrators need.

• A five-year comparison will also be included. • New administrators may schedule time with Heather for training. She will also

meet with the Student Services for a training update. Intern Carole Cowles introduced Ms. Lisa Leonard who is serving an internship in Student Services. Academic Calendar

• Rose distributed a copy of the VP approved FY09 Academic Calendar for the team’s information.

• The VP approved summer 2009 sessions are as follows:

# Weeks Start End

9 M, 6/1 R, 7/30 5 T, 5/26 R, 6/25 M, 6/29 R, 7/30 3 T, 5/26 R, 6/11 M, 6/5 R, 7/2 M, 7/13 R, 7/30

• Rose is not sure of the impact the nine (instead of 10) week session will have on

registration, tuition payments, etc., although the consensus of the team is that it will work. The calendar will be sent to the faculty senate for its review.

Program Review

• Revisions in program review include a focus on gen ed. • Since gen ed involves all divisions, Rose recommended that a group meet to draft

a single response to the gen ed questions. • Rose will convene a two-hour meeting which will include Tony, John, Jiria,

Vince, Phyllis, Rick, and Marcy. • She will send the questions before the meeting.

Program Capacity – Data Used

• Mary P. discussed the following FY07 Academic Plan goal with the team: Identify and increase enrollment in program that have capacity above current enrollments.

• This goal does not have a specific measurement. She needs to determine which programs need to meet capacity.

• After discussion, it was agreed that the method for determining if a program is meeting its capacity will be to look at a specific course within the program curriculum that if a student was enrolled in would signify they were in the “program”. It would also be possible to use students’ self-identified major but there was significant concern over the accuracy of this data. It was agreed that program will be defined loosely to encompass all degree and associated certificates. It was also agreed that this will be done for career-oriented programs only.

• The deans will look at career courses only and will have the info for Mary by the next Instructional/Associate Deans’ meeting on January 31, 2007.

Case Descriptions

• The cross functional SESE (Student Electronic Service Enhancements) Committee is looking at both student institutional email and student ID’s.

• It was recommended that case studies should be built as a way of envisioning various ways to use both email and ID’s.

• The team is asked to email Carol with examples (or a wish-list) of what they would like these services to perform. Examples of uses: library card, calculate number of hours of tutoring, copy machine usage.

• Carol would like the team’s suggestions by January 31. Gen Ed Requirments

• Carol re-drafted the Waiver of General Education Requirements for students holding a Baccalaureate Degree who are seeking an Associate’s Degree for the team’s consideration.

Draft #2 - An Elgin Community College student is expected to complete the general education requirements as outlined in each Associate degree unless s/he has already received a Bachelor’s degree from an accredited American college or university. An individual with a baccalaureate degree will have his/her general education courses within an Associates degree considered completed unless his/her degree must meet specific requirements as outlined by a professional accrediting body: i.e. National League for Nursing, American Bar Association, etc. or a specific course from the General Education Core is required for degree. In such cases, the coordinator of the department within which the Associates degree is found must be consulted before substitutions are allowed.

• It was recommended that the statement include international students with

advanced degrees. Course Scheduling Issues

• Mary and Vice discussed the following items as listed in the December 12, 2006, minutes from the Class Schedule Concerns meeting:

- Shared background: discussion started in November by Marketing who

asked how we will display the 16-12-8 week session classes in the summer/fall 2006 schedule; initially thought only needed to modify headers in schedule layout to group 16-12-8 week classes under each course name (i.e., ENG 101); learned after discussion with Vicki and Sharron that there were further challenges that needed to be addressed:

o Section numbering scheme developed does not accommodate all section types; scheme very complex

o Administrative assistants renumbering sections in an attempt to list classes in order in the schedule

o Confusion regarding the new dates in the academic calendar for starting 12- and 8-week sessions

- Do classes need to fit the 12- and 8- week start periods indicated in the academic calendar? Yes, the goal for implementation of this approach was to standardize common course end dates. Administrative assistants indicated this needs to be communicated to the faculty.

- No changes will be made to the schedule layout for the summer/fall 2007 issue.

- Communicate 12- and 8-week common start periods with faculty - Examine list of “other” courses not fitting the 16-12-8 week session

format; determine if appropriately classified as “other” or needs to change to fit session format

- Strategic discussions needed to identify which courses would be desired in short-term format to assist students with improving progress to degree

- Follow-up to address issues outlined in these minutes in order to implement changes in time for 2008SP schedule building process.

- A few of the concerns identified above need a lead person.

• Courses such as BRG, AUT and others do not fit the 8, 12, 16 week model for good reason.

• Wait lists are not always reliable. Students on wait lists do not always register for newly-opened, last-start sections.

• There is a need for consistency courses, but there is also a need for flexibility for some career programs.

• What are the top ten courses that students ask for after the semester begins? Do they need to be late start? What is the purpose? To have late start classes or to grow the schedule?

The team agreed on the following;

All 8 and 12 week courses will begin on a given date with the exception of some of the career courses.

Will work toward a commitment to the first two items bolded from the Class Schedule Concerns meeting minutes above.

Mary Perkins will be added to the Alternative Scheduling committee.

Grades Jennifer McClure thanked the deans and associate deans for helping get grades in on time. Marcy • The schedule is going to the admin assistants next week. They will have three days

to review it. • The advance schedule is being sent today. One week to review. • S-6 report errors. This report affects room utilization. Telecourses and some clinical

sites were cited as errors. Tanya Ternes has found a way to code these courses differently in the system which tells the state that it is a Telecourse equivalent. This will be discussed at Users Group.

• In an attempt to streamline survey requests, a new form has been added to enet. • Noel-Levitz has been postponed until faculty negotiations have been concluded. Student Success Grant • Rose reminded the committee that this is not a competitive grant. It may or may not

be awarded next year. • $15,000 has been given to Annabell for tutoring, and $55,00 to Wendy Breitmayer

for her re-entry programs. Submitted by Spengler-Abell

Instructional/Associate Deans’ Meeting - February 7, 2007 Chair – Rose DiGerlando Telecourse Survey

• Gena asked Tim to bring the proposed Telecourse survey instrument to today’s meeting.

• The purpose of surveying students is to get a handle on why students drop Telecourses.

• The team felt that faculty would interpret certain questions on the survey as “evaluative.”

• Faculty participation is needed for this survey. • The survey should identify the difference between student ability vs. quality

of Telecourse. • The results of the survey would be cross-tabulated with GPA’s. • All results would be aggregated.

It was recommended that Mi & Tim attend the next Assessment Committee meeting to discuss this issue. Dr. Sam InfoRose asked that the deans continue to work on information requested by Dr. Sam and submit it to Spengler-Abell Submitted by Spengler-Abell

Instruction/Associate Deans’ Meeting Notes - February 14, 2007 Chair: Rose DiGerlando Guest: Dr. Sam Observer – Student Newspaper

• Is the student newspaper a club or an off-shoot of a journalism class? • The current Observer staff feels that there is not enough student input. • The journalism class tied in with the Observer is a Telecourse. Articles are

often submitted after the fact. • It was recommended to link the student newspaper with both a production

and journalism class. • The Observer needs long over-due changes. It appears that we are setting low

expectations. • Dr. Sam felt that the team was on-target and hoped that the information

would be shared with the appropriate people. • The consensus of the team was to table and discuss further with Gena.

Honors Program

• Mary Hatch gave Dr. Sam a brief overview of the history of the Honor’s program.

• An honors consultant is scheduled to visit campus on February 20 & 21. • He is scheduled to meet with the deans, and several instructors who teach

honors classes. • Dr. Sam requested a meeting with the consultant and recommended that the

consultant also speak with students. Catalog A group met last week to discuss improving the catalog and schedule production timeline. Carol made the following recommendations:

• A driver for each publication be appointed--Jennifer McClure to drive the catalog and Mary Perkins to drive the schedule.

• Eight weeks from the final copy to the consumers’ hands. • Schedule should be in consumers’ hands by spring break to capture the 4-

year school students. • Deans’ offices need to do a final review of their sections of the schedule and

Student Services will perform the final review. • The team felt that a goal to be met is to have the schedule posted to the web

as soon as set. This will entail a separate conversation with IT. The issue is that this information is not extracted from Datatel, it needs to be entered manually. Changes need to be held and entered on effective date.

• Carol said that a group will meet to refine and bring back more details to the team.

Enrollment Presentation

Mary Perkins and Lisa Wiehle previewed their Enrollment Presentation scheduled for the Instruction and Student Services Board Committee meeting on Thursday, February 15. Submitted by Spengler-Abell

Instructional Deans’ Meeting – April 25, 2007 – 9:00 a.m. Classroom Ownership The team discussed classroom priorities.

• The agreement is that each division owns a certain number of classrooms. • After a drop-dead date, all rooms become open to anyone. • The window after the drop-dead date is small. • If noncredit does not have the appropriate number of classrooms, the margin

of profit falls. • The deans will discuss moving the drop-dead date so that there is a larger

window. • Sharon Meade will discuss this issue with the other admin assistants.

DL Accreditation StudyTim updated the team on the Distance Learning Accreditation study.

• The 20 questions from the commission will be the outline for the report. • Although the DL advisory committee is not active, Tim sent the questions to

the committee for reaction. He also sent it to faculty. • The document is to be submitted to the commission in the fall. • Gena recommended that Tim review the language in the aux business plans.

She further recommended that Sharon Konny or Heather Scholl could assist Tim with doing a cost comparison study.

• Mode of delivery will be a topic at the upcoming deans’ retreat. ECC CD

• Initial time schedule for completion was too aggressive and the group agreed to slow it down.

• Marcelyn will convene a meeting to discuss what the end product is to be. Carry-over Budget Current requests include: Planned and/or already encumbered for FY07: $58,000 approximately. To be paid and delivered in FY07: $35,000 planned reallocation

• Marketing - $20,000 • Library Resources - $15,000

Restrict for FY08 from Education Fund - $60,000

• Truck - $60,000 – may be able to purchase in FY07, but if not, we will ask to restrict. In turn, Perkins is paying for several items that originally totaled this amount so we were able to free up dollars to help cover cost of trucks.

Restrict for FY08 from Career Aux Fund - $90,000

• Rad Tech equipment - $60,000 – this is not the total cost

• Lounge Furniture - $30,000 Half of the allocated dollars for the ECC CD should be transferred to Mi Hu for library acquisitions for this fiscal year. Academic Initiative Dollars for FY08 will need to cover: $12,000 student planners $23,500 CurricuNet – statewide software management reporting system $9,000 Scantron - materials for evaluation (may be able to come from set aside for contract changes Advisory CommitteesGena asked the deans to begin preparing lists of advisory committee members. She would like to be able to move forward so that next year’s committees fully understand their roles. The advisory committees need to be broadened to include transfer courses and student services. Submitted by Spengler-Abell

Deans’ Retreat – June 27, 2007 – UBC-123 MORNING SESSION AnnouncementsOffice Hours - Office hour grievance resolved - letter to come from H.R. to faculty and administration announcing resolution - Kudos to Dean Pelletier for his assistance - Thirty minutes will be the baseline for office hours with approval per the contract.

Exceptions will also be approved by the dean H.R. - New H.R. managing director is Tony Spar - Formerly H.R. director for school district 301 - Will start in early August.

Marketing Search - Second interviews completed. - Hope to make offer this week.

CABS Associate Dean Search - Gena & Rick will meet with search committee and other interested faculty members

to discuss the search. - The first two candidates turned down the offer. - A faculty member may be asked to step in on a temporary basis.

Program Review - Some areas did not answer all the required questions. - Rose will resend a hard copy of the document to the deans who are ultimately

responsible for seeing that all questions are answered. - Answered questions may be sent to both Rose and Elaine electronically.

Academic Planning Process Topics for Teaching, Learning & Student Development Board Committee- Members of the committee: Phyllis Folarin, Clare Ollayos, and Robert Getz, chair. - Gena would like the committee agenda items to be fairly structured and planned in

advance. - She would like to give the committee a list of topics and presenters for the scheduled

meetings. The team identified the following agenda items. Students and faculty will be included in the presentations whenever possible.

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September 6, 2007 – 3-4:00 p.m. – UBC-205 -Student Development -College Readiness (will deliver ACCT presentation)

November TBA, 2007 – 3-4:00 p.m. – UBC-205

-SEM & enrollment data -Program review -Joint agreements/chargebacks -Enrollment data

March TBA, 2007 – 3-4:00 p.m. – UBC-205

-University partners -Alternative Scheduling -Aux-VPAC & Continuing Ed

June TBA, 2007 – 3-4:00 p.m. – UBC-205

-Assessment -Academic plan -Honors report

The topic of professional development/leadership will be added to a board workshop agenda. Academic Goals Database- Marcy demonstrated the new Academic Goals database. - Training will be provided. - Marcy will demo the tool to the board at its August 9 work session. - The group congratulated Marcy on the great job she did in developing this tool.

AFTERNOON SESSION Academic Goals- Marcy demonstrated the new Academic Goals database. - The team broke in to groups to discuss the academic plan to make sure that our goals

and objectives are in line. After reconvening Gena identified the following points:

• Look at goals/objectives – make sure that we are all on same page • Discuss timeline for review to ensure that Marcy will have adequate time get

revisions done) • Goal is to train team members on the new database by the end of July. • August – board workshop presentation (may still be in draft form) – report on 07

and 08 and demo the new database • Timeline for review – finalize FY08

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• Still need to update fy07 final goals (financial info not to be included in new database. Start full process in fy08.)

• Present new database process and 07 & 08 to faculty on opening day The groups reported on their discussions:

• Agreed that activities may support more than one institutional goal. Can a goal serve as a primary, secondary, or tertiary activity?

• All goals appropriate but concern about wording, e.g., change “integrity” to “credibility.”

• Phrasing is too big and awkward – not future orientated enough. • Create dynamic curriculum • Goal 5 too long and cumbersome • Is something missing – should there be a separate global awareness objective or

embed in goal 6 • The goals are aligned correctly with institutional goals.

• Goal 1 – objective level 3 – didn’t know what it meant. Should adult ed be

represented? Reword? Review objectives so we understand what they mean. • Raise issue of if there are some inst goals which need to be revised. Aligning

more with core values. CV’s more meaningful. • Academic Goal 1 – too broad. • Specific goals about academic goals which address assessment and retention

(separate or same goal?) • A couple objectives should be moved to different goals.

Overall the groups did not think that the plan needs to be reworked—just clarified in certain spots. Process

Departments need to be on same page. Ask staff to think about their departments--what should individual departments be planning? They may or may not have activities for 08. People need to see who what they do fits in the institutional goals. Departments will be engaged in different ways

Tell board what we’re doing. Present on opening day. Tell campus what we’re doing – how to do this? Meetings to take place in

August or September. Need to look at positions and new base dollars in order to make decision on tuition. FY09 needs to be complete by October 1.

The board needs this information before its retreat in October 2007.

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Deans’ Retreat – June 28, 2007 – UBC-123 Role-play Scenarios and Lunch Topics

1. Job description/counseling/ownership 2. Adjunct faculty – interpreting contract 3. Confidentiality 4. Managing information – student/staff concerns 5. How to administer progressive discipline

CommitteesSee end of notes. COL 101- COL 101 is intended for first-time/full-time students - The course has helped bring in enrollment dollars - Also helped in balancing the overall seat count - COL 101 is an extension of orientation. - It is a one credit hour course taught by a variety of faculty. - Thirty sections with 30 seats will be offered this fall.

- John is not sure where COL 101 is going. - It is required but not enforceable in Datatel at this point. - Some students are successful without COL 101, others aren’t. - Should COL 101 be taken by first-time/full-time degree seeking students? - Nursing has its own COL 101 type of course which is successful. Should COL 101 be

designed differently for different programs? Fall 06 Spring 07 .5-6 credit hours

811 enrolled Not enrolled in COL 101

505

6.5-9 342 “ 140 9.5-11 153 “ 57 12-21 1202 first-

time/full-time 900 enrolled in 101 – other 300 may have taken reading, etc.

285 first-time/full-time

2508 – all first timers

987 – all

- Question: do we expand this for all students? How do we do that? - We had 2,500 f-t/f-t students in COL 101 last academic year. The college has over

10,000 students. Are we losing touch with a larger majority? - Where do tech-prep students fall? They are not part of COL 101.

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- The college also has lots of students who just want to take one course. Some vo-tech students are on campus 2-3 nights per week. An extra course could be a hardship for some of these students.

- Need to track students who fail COL 101. - Students are asked to write a paper in COL 101 which causes many to fail. - John said that the course was just developed and that they are ironing out the “bugs.”

It’s difficult to meet everyone’s expectations with 16 contact hours. - When “bugs” are worked out the course would be reviewed by the COL 101 advisory

committee. - The Users group has discussed a second course for those students who failed col101

the first time. Points from the group:

1) Who should course be required for? 2) Do we enforce it? How? 3) What happens when a student fails the course? Student shouldn’t be failing COL

101. Need to look at course content. 4) Need to look at aggregate group from COL 101 and compare to grades received. 5) Modality for part timers – Distance Learning 6) Career Tech & Transfer – if have module for 101, can those students transfer and

use a modular component and build it in to the courses? 7) GED Students? Interesting to consider for GED grads – could pay with their

waiver. Could be some overlap with the GED course “Intro to GED 8) Col 101 as part of developmental 9) For developmental students – summer bridge program? Could look to summer 08

Catalog- Marcy, Rose and Jennifer have been meeting to discuss the timeline throughout the

year. - There is a need to set dates so that items can receive approval in time for the catalog

publication. - The committee is also going through the catalog for consistency of language. - It was found that the layout listed in the catalog is not how divisions offer courses.

Degree audit does not have a field to identify which term courses are offered. Students need to rely on the catalog. This has a direct impact on advising.

- The timing of prereqs is important since it affects when a student can enroll. Need to look at implementation dates.

- The effective date has implications when a student registers for both summer and fall. Need to move toward a single semester effective date.

- When a catalog change or administrative procedure date changes, it doesn’t mean that

the implementation date is that same date. We need to have one implementation date. - The ten year window that catalog is binding means that if a student started two years

ago and subsequent curriculum changes are made, the student is bound under the first catalog, but held to the prereq changes of newer catalogs.

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- Should a disclaimer be added saying that if a student is away from the college for a certain length of time he/she must start over. If continually enrolled the original curriculum is followed. (Note: Carol will check with the professional groups about this issue.)

- Prereqs need to be cleaned up. There are several prereqs in the catalog that don’t

make sense. - It was recommended that adjuncts have access to prereqs

- Need better student outreach. Previously registration would make calls to students

about cancelled classes. We need a strategy to help students get in another class. - Gena stated feels that these issues merit a committee. She asked Marcy and Jennifer

to talk with Curriculum Committee Chair, Maureen Lange, to see if that committee would sponsor this committee.

Role Playing/Lunch Topics The group role-played scenarios identified earlier. The team was asked to break into groups to discuss the above topics at lunch. Feedback will be shared at the July 11 deans’ meeting. Submitted by Spengler-Abell

7 Committee Participation

Baker

Boyd

Clute

Coffin

Cowles

Irina D

Rose D

Fiebig

Hatch

Heinrich

Hu

Lloyd

Mao

Jen M

Miksa

Moore

Vince P

Perkins

Rhoades

Marcy T

Phyllis T

SVW

Wiehle

Academic Policy x

x xAcademic Sched xAdvisory Comms x x xAdvisory Comm TF x x xAlternate Sched x x x x x xAssessment x x xBusiness Cont x xCETL Advisory xCatalog Comm x xCollege Readiness x x x x x x xCurr Comm x x x xDatatel Analyst x xDL Accred x xDL Advisory x x x x xEAT x x x x x x x x x x x xEthics xExternal Comms x x x x x x x x xFSQ Services xGrant Comms x x x x x xGreen Series x xHonors x xIT x xLRC Task Force x x xMAGIC x x xNegotiations x x x xOpen House x x x x

8

Baker

Boyd

Clute

Coffin

Cowles

Irina D

Rose D

Fiebig

Hatch

Heinrich

Hu

Lloyd

Mao

Jen M

Miksa

Moore

Vince P

Perkins

Rhoades

Marcy T

Phyllis T

SVW

Wiehle

TF Search Comms x x x x x x x x x x x x x xSEM x x x x x x x x xSOAP x x xStudent Affairs x xStudent E-mail xTenure Comms x x x x x x x

Deans/Associate Deans Meeting July 11, 2007 9:30 – 11:00 a.m.

Bookstore Initiatives Textbook Rental (text taken in part from PowerPoint presentation) - An alternative to purchasing textbooks - Helps address concerns with the high cost of textbooks - Requires strong partnership with textbook wholesale company and faculty - The wholesale company requires the use of one textbook type per course, same textbook for

six semesters (includes summer), and no bundled packages are allowed - The rental is administered by the bookstore – guaranteed buyback prices upfront – students

must return textbooks to the ECC Bookstore by due date or pay full replacement price for textbook.

- The rental process helps improve supply of used textbooks – individual accounts are administered through the ECC Bookstore POS system.

- Both new and used textbooks are eligible. Frank recommended that the next step be the formation of a Textbook Rental Advisory Committee consisting of representatives from student services, faculty from each division, the bookstore and the wholesale book company. It was also recommended to begin with core type courses with a one-year trial program to begin spring 2008. Online Textbook Requisitions- Faculty can electronically submit textbook adoptions to the bookstore online eliminating the

need to manually ent3er information and reduce data entry. - Historical data can be easily searched and copied to current adoptions. A database will be

available as well. - The bookstore is currently working with the system provider to update website to offer

online textbook requisitions for faculty use. The bookstore will provide training. - The implementation date is spring 2008.

Frank asked for the team’s questions and feedback. Gena thanked Frank and Kelly for attending today’s meeting and for sharing the information.

Frank Hernandez Kelly Strossner

Datatel Training for Instructional Coordinators- Admin assistants are responsible for training faculty on Datatel since it is part of their job

descriptions. - The following individuals are responsible for specific training: Tanya Terns-curriculum

modules, Kristin Richmond-H.R. modules, Diane Kmet-Student Services modules, and division admin assistants-faculty.

- Training for faculty needs to be specific about areas they can access and how to input and export information.

- It was requested that special sessions be scheduled for new part time faculty. - Gena recommended that the divisions work with marketing on creating a FAQ’s pamphlet

for faculty.

Rick

Staffing of Information Desk in ICTRick and Mary have funds to staff the ICT information desk. Carol will assist with training the individual.

Gena

Vince

Deduction of Pay for Faculty in the Summer - During the academic year faculty can attend professional meetings without loss of pay. - Attendance at professional meetings is not covered during the summer. - If faculty attend a conference in the summer, their pay is deducted for each day away from

class. - Is it fair to ask a faculty member to attend a conference/workshop and then deduct their pay? - Telecourse and DL instructors attending summer conferences would not have pay deducted. - If the college is paying for the conference should payment be deducted? - It was agreed that the college will continue to deduct pay for conference attendance during

the summer and try to find another way to compensate for the loss. Counselor Responsibilities: Disabilities services, Understanding of Administrative Procedures, i.e., repeatability - The team discussed the need for faculty advisors to have a thorough understanding of new

administrative procedures that affect students. - It was suggested that for every administrative change, a synopsis be included describing

what parts of the procedure have changed and why. - It was also recommended that notes of the deans’ meetings be made available to faculty and

staff. If not the actual notes of the meetings, perhaps a monthly newsletter highlighting discussions which relate to faculty.

Gena

English Placement Testing- The testing center is attempting to stop using the Compass writing test and use the English

placement test for all gen ed, not just English courses. - This summer the testing center has encountered problems with slow turn around time for

grading placement tests. - Rick will investigate the situation and see that the turn around time is two days. - John suggested that E-Write be used in place of the placement test. - Gena recommended that that during peak registration time a reader should be on campus to

grade the placement test immediately. - The deans discussed the importance of placement testing and registering students on the

same day they come to the college. - Carol stated that the Orientation team has attempted to streamline the process. She will

arrange for one of her staff to present the orientation process at a future deans’ meeting. - Rick will create a placement grading plan and present it to the deans.

Gena

Administrative Procedures - 3.30l – Copyright Gena distributed draft copies of the Copyright revision and the newly created copyright handbook for the team’s input. Send suggested changes to Rose. Kudos to Mi and her committee.

Gena

Submitted by Spengler-Abell

Deans Meeting Minutes – September 12, 2007 – 9:30 a.m. Equipment RequestsMelissa Tait and Teri Fisher discussed ordering equipment for FY08.

• The deans did a great job last year and Melissa hopes to improve even more this year.

• She distributed guidelines for ordering. • Important: on the first line of “Printed Comments” please put “FY08

Instructional Equipment” • Reqs are due to purchasing no later than Feb. 1, 2008 • Rose needs requests by Thursday, September 27. Individual spreadsheets have

been sent to the deans. • $325,000 in instructional equipment funds; $80,000 in Perkins; $170,000 for Rad

Tech only. • Please see Melissa’s handout for more details.

Administrative assistants and deans will receive training regarding documentation of proof of purchases before purchasing pays a bill. And, that’s not all…each office will receive a stamp to aid in the process. Promotional CD’sPaula Amenta discussed the promotional CD’s.

• Goal of the CD from the deans: to enable the viewer to experience and appreciate the college.

• Target audience? All constituents within the district. Concerns

• There is a lot of information on the cd. Maybe too much? • Redundant with the web site? • How will CD get to students? May loose traditional students? • Stats show that 85% of perspective students gather info from college websites to

make a decision about college. • Information contained on the CD becomes fossilized. • Some departments are feeling rushed about the deadline.

Further discussion

• Although ECC does not have video capabilities it can deliver video through an off-site server.

• VPAC contracts with an off-site server to deliver video for $25 a month. • Putting the CD info on the web means a progressive rollout. If one department is

ready, that info can be put on the website without waiting for other departments. • Will the video quality on the web be as good as that on the CD? Yes if we use an

off-site server. • We need to keep in mind that not all segments of our student population have

computer access.

Paula said that she needs to speak with Paul Kelso (producer of the CD). The contract may not give the college any flexibility. Melissa Tait said that there are outstanding payments due Kelso. The team agreed to have Paula explore the off-site web video.

Course FeesFrom Rose: Course fees are due today. Mail Delivery/Phone Numbers, etc.Issue: Outreach teachers do not have college mailboxes.

• Can we ask those teachers to periodically come to campus to check mail box? • HR said that this may be a burden and singles out certain teachers. • Mail to home? Give them postage-paid return envelopes? • At a neighboring community college a lead teacher is identified who is paid extra

to pickup and deliver mail. • Some deadlines have not been met due to this problem.

Issue: An instance has been identified where an adjunct is meeting with students at their homes.

• Is this permitted? • It is not unusual in K-12, but not appropriate in this case. • It could be viewed as affirming/enhancing or instrusive/judgemental. • The tutors are not permitted to tutor students at home. • The college could be held liable if an incident occurred. • The college does not appear to have a policy to cover this.

Admin ProcedureRose distributed a flow chart of the review and approval of administrative procedures. Individuals volunteered for (or were assigned) procedures for even and odd years. Rose called the teams’ attention to the dates for inclusion in the catalog. Classrooms Issue: ESL classes were entered on the system for spring 2008 but were bumped out of the system.

• No division “owns” certain classrooms. • It was agreed that it is a chaotic system—some hold classrooms even without a

scheduled class in them. • COL 101 appears to be treated as second-class and can’t get classroom space even

though they have 30 sections. It was decided that there will be further discussion on this issue and that it needs to be addressed in a special Datatel users meeting. DL Accreditation First Reading

Tim distributed copies of the latest Distance Learning Accreditation report. He asked the team to read the document and give him feedback. He will update the document and bring it back to the team. Need feedback by end of September. SOAPSharon distributed to the team documents she presented to the Academic Policy Committee at its meeting held earlier this week.

• She asks for feedback from the group. • Also asked that deans share with faculty/staff in their divisions so everyone has

buy-in. • It was recommended that instead of the deans sending the info, the members of

the Academic Policy committee should act as conduits to the faculty. Faculty Development Handbook/Faculty Evaluation HandbookAs a result of negotiations, a team of administrators and faculty are meeting to make revisions to each of the handbooks listed above. These committees are to have their work completed by mid-November. Handouts with No Discussion

• Board Agenda Chart • Administrative Procedure drafts:

o Student Attendance o Student Waitlist Registration Procedure

• Minutes from the September 10, 2007, TLSD Board Committee Submitted by Spengler-Abell

Deans’ Meeting Minutes October 17, 2007 9:00 a.m. – 10:00 a.m. Part-time Office Space Now that the contract requires office hours for UAF we need to find office space. After discussion one space was found in ICT-207 which is a three-person office and currently houses two. The team also discussed using the old Spartan Terrace kitchen as a part time office. The FSQ space was discussed. Gena will raise the question at Cabinet with Carole Robertson. Instruction Board Committee - Agenda Monday, November 12 - 3:00 p.m. – UBC-205 -Program Review Update (20 Minutes) The board instruction committee would like deans and faculty to a report on the progress of program review and how the progress integrates with academic planning goals. The program review report is on e-net but Elaine will send out the up-date portion for the deans to complete and report on at the meeting. -Enrollment Report (20 Minutes) Mary will talk with each dean about why there are drops in enrollments and the info will be shared with Marcy. -Joint Agreements/Charge Backs (10 Minutes) Carol will present info on the giant-joint agreement. Marcy and Carol will work on this report together.

Searches and Faculty/Staff Appointments The board meets on Nov. 13, and Gena would like the FY09 faculty position ads to go forward on the 14th. Before this can happen she needs: -Position requisitions -Job descriptions -Ads -Where you would like to advertise Gena would like all documents by November 10. In the search process individuals have been hired that Gena has not met. Please do not go forward with hiring unless Gena has met the final candidates. She also needs to see all faculty video tapes. The president wants to meet all candidates as well.

The team created its own hiring document which Gena will send to the team for review. Gena will invite Tony and Tammy to attend a deans meeting to discuss the hiring process. **** will put it back on agenda – will send out the document

Deans’/Associate Deans’ Meeting October 17, 2007 10:00 a.m. – 11:00 a.m.

Honors Update Tony gave an Honors update: – The committee has met three times. – It has established 3 subcommittees: policy,

procedures, and course development. Procedures Subcommittee – did process mapping – talked with financial aid, counseling, etc., about how info shared. Subcommittee documented ways to streamline and make information user friendly. Policy – 4 areas: entrance, sampling, probationary status, and increasing number of hours for honor courses. N report from subcommittee #3 at this time.

Tony

30 Minutes Merged Classes (Designing Criteria) ***next week

Gena

Academic Goals FY09 (New Initiatives Gena asked deans to go back and review initiatives for requesting new dollars for FY09.

Gena

HUD Funds Carol reported that the college has become eligible for a HUD grant. ECC has a number of homeless who spend time here. Some of these individuals are actually registered for classes. Wendy has an interest in teaching a soft-skills class to get these students ready for employment.

Carol and Wendy will attend a HUD meeting to find out what types of things the grant can cover.

Evaluation of FT and UAF II Faculty Who Teach in Other Departments UAF1’s can be evaluated for each new course delivered because the contract allows for additional reviews. The dean makes all teaching assignments in his/her division. After the assignments are made within a division, a faculty member from another division, if qualified, may be offered an overload if their load has been met. We need a process—need consistency in hiring. It was also noted that when hiring full time faculty a video is made of a classroom lesson in the specific teaching area. When faculty cross departments, they have not been thoroughly screened in that subject. Further discussion at next meeting

ILCCO Grant Tim announced that ECC is part of an ILCCO grant which focuses on retention in on-line courses. Tim will send Gena a copy of the Grant.

National Louis Tony, Rose and Gena visited National Louis’s Elgin campus to discuss 2+2 relationships and other partnering which could occur at the Elgin campus. NLU is doing significant Latino outreach and has awarded grants to four Latino students. Gena will involve others on campus to begin planning. NLU is interested in health management, education, and an executive MBA program.

Streamwood Peggy updated the team on the Streamwood project. It was decided to do a community survey to find out what classes ECC should offer at Streamwood. Lisa is assisting with the survey. A final MOU is needed. One of the outstanding questions is how the two entities will split costs.

Alternative Scheduling Marcy assumed the chair of Alternative Scheduling meeting. The group established four subcommittees:

1. Original function of group to identify hybrid and alternative scheduling such as the fast track option degrees either highly enrolled or struggling programs.

2. Identify target population – gathering data 3. Schedule development (weekend college) 4. Marketing – short term, long term

Submitted by Spengler-Abell

Deans’/Associate Deans’ Meeting – December 19, 2007 – 11:30 a.m. Gena reviewed her December 18 meeting with Dr. Sam:

- Dr. Sam is aware of problems GRD students reported about advising. (Mary H. said that Tim Karr did a presentation for counselors about advising.) Gena said that the deans need to maintain close relationship with advisors.

- I.R. – Dr. Sam wants to re-look at this area. Gena & Marcy will meet with Dr. Sam to explain the proposed changes.

- A BOT member asked about “gaming” programs. We do work for the GV through continuing education.

- Dr. Sam would like to see more faculty exposure at board meetings. He would like a faculty presentation at each board meeting. The deans will create a list and schedule presentations.

Academic Goals Database Marcy will open the database for midyear changes today. The database will be closed on February 1. Grants Jonathan Carroll reported: Grace Foundation - $23,000 for daycare. Working with marketing to publicize. Seigle Family Foundation – $40,000 for CAD printer Working on Horizon – NSF grant – Computer Forensics NUR Pinning ceremony 5 p.m. tonight – first pinning ceremony in several years. Load IssuesDeans met with faculty Association leadership and will schedule a second meeting during the second week of January. They are very close to an agreement of interpretation. Administrative Retreat – Dr. Sam discussed with cabinet what came out of this retreat. Gena can respond to his questions about academic plan. She wants to bring back Scott Epstein to facilitate the start of the academic planning process. Budget planning for FY10 can not commence until we update our plan. Also, we need to respond to the issues raised in the administrative retreat for the president. Expiration of Testing – There was a question about expiration dates for placement testing. The college needs a mechanism for enforcing expiration dates since there is no way to do this on Datatel. Registration needs to know exactly what tests and what expiration dates we are looking at. We have an expiration date for courses but there has been no disclosure to students. We need to clarify this for students and have a consistent procedure. Gena said that this should be taken to the faculty in the divisions for recommendation. Advisory Committee Task Force

Irina stated that she did not receive many comments on the document. Gena asked that Irina prepare a final copy and it will go as in information item to the next cabinet meeting. Early Admission Policy – Second ReadingCarol did not receive comments on this draft. Please re-look at it. This procedure addresses students who register as individuals coming to us from high school and middle school – not from Tech-Prep, Middle College, or other articulated programs. Many of these students are home-schooled. Tony, Mary H., and Carol will meet with Sharon Colby to discuss the matter further. Great Teachers Seminar The college will cover the cost for each faculty member who attends. $325/facultymember. Each division may send six faculty (full time—first come, first served). Marketing Priorities The team agreed on priorities for marketing programs and events:

1) BUS/CTE – office/business/ paralegal IST/IMT/CAD 2) Alternative Scheduling – online/hybrid/late start classes 3) Human services/education 4) Graphics/web/multi-media/art 5) Honors 6) Transfer/university partnership/languages – foreign language/global initiatives 7) ABE/ASE 8) Allied health – RAD/PTA/SURG TECH/HISTO TECH

9) Career Quest 10) Adults – Career Expo and Discover ECC 11) College night 12) Diversity

Gena will transfer $80,000 to Paula’s budget for these marketing priorities.

Honors – First Reading Tony distributed the honors program update. Tony and his committee acted on recommendations from the Honors consultant. In spring will talk about process and exteriors such as enrichment programs. This should be put in the catalog. Honors is viewed as a program, not simply a cluster of classes. Second reading in January. Administrative Procedures1.102 – SOAP (standards of academic progress) Gena stated that the committee did a great job on this policy. Her concern is that we haven’t dealt with this issue successfully in the past. There are over 1,000 students who fall in this category. Gena’s expectation is to evaluate this policy as we collect data. Academic Policy Committee concurs. This procedure will go to the next Cabinet meeting. 1.103 – Student Grades – ready for cabinet. New Procedure - Withdrawal Policy for Students Called to Active Duty – ready for cabinet New Policy - Student Attendance – involves work rules – financial aid implication – liability issues of faculty – need more info. Academic Policy Committee will continue to deal with this. New Policy - Wait List Policy – ready for cabinet. Submitted by Spengler-Abell

Deans’ Meeting January 9, 2008 9:00 a.m. – 10:00 a.m.

Load Issues

Deans’/Associate Deans’ Meeting January 9, 2008 10:00 a.m. – 11:00 a.m.

Undocumented Students – Second Reading ▪ No comments received from deans on the document ▪ Received a very comprehensive undocumented students resource guide

from Morton. (ECC will receive 20 more ▪ She would like to incorporate portions of Morton’s guide in ECC’s ▪ Morton’s president and board were heavily involved in the project. ▪ Carol recommended a third reading. ▪ The document is for guidance counselors who are the conduit to parents. ▪ Gena stated that she would like to move forward on the document.

Carol

Compensation Rate for Non-unit Adjunct Faculty Tony Spahr will be invited to the next deans’ meeting to clarify the compensation rate for non-unit adjunct faculty.

Gena

Searches ▪ Music – no movement. Gena said that the hold up on this position should

not be a problem. She will take it back to cabinet. ▪ No resumes for radiography as of Monday. Advertised mid-December.

Will need to advertise other places. ▪ LRC Assoc dean search committee will meet next week. Annabelle will

begin telephone interviews. Not many applicants. ▪ Director ABE – Committee met to read mostly internal applications. ▪ New part time counselor is on staff. – Carol will send an “Everyone”

introduction email. ▪ Reading – Committee will meet next week. ▪ Dire of I.R. – Committee will meet next week. ▪ Math – 18 applications received – will meet at beginning of semester. ▪ Director of Marketing - 40 applications received - committee will meet

to decide to interview next week. ▪ Associate Director for H.R. - 89 applications received

Gena

Inviting Tech Prep Students To Graduation ▪ Jim Resser recommended that the college invite and recognize tech prep

students who have achieved a certificate at graduation. ▪ The team thought it was a good idea. It was suggested that a photo with

Dr. Sam be taken and hung at the participating high schools for publicity.

▪ Carol will call a meeting for Ann Kalas and Sharon Colby to work on this project.

Vince

Notifying coordinators in affected disciplines that one of their courses is being added or deleted from a different discipline’s certificate or degree. ▪ There is no provision on the curriculum form for notifying deans or

instructional coordinators that a course has been eliminated. ▪ Gena and Marcy will meet for decide how to formalize the process.

Vince

Great Teachers’ Seminar – Update from Deans ▪ $375/person for full time faculty ▪ Each dean has six slots (ESL will be included in CABS) ▪ FY09 program improvement dollars will cover the cost of the FY09

seminar unless deans have funds in their budgets. ▪ Gena will cover the $600 that is due now.

Gena

Newsletter ▪ Rose is editing the new instruction newsletter. ▪ Articles should be submitted directly to Rose. ▪ Articles should be positive, chatty, and mention special appointments

and achievements ▪ Jennifer and Marcy will work with Rose on this project. ▪ The hope is to publish three times a year.

Rose

Evaluations ▪ Gena requested the names and sections of faculty who have not returned

their student evaluation of instruction packets. ▪ She will report this information to ECCFA. ▪ She understands that the December 11 snow day affected the return of

packets and that faculty have no control over students who are asked or volunteer to deliver the packets to the deans’ offices.

Tony

Plagiarism Reports Carol stated that she needs to be an integral part of the plagiarism policy. She needs to keep a log of students found in violation of the policy in case there are numerous violations by the same student.

Carol

GIST and MAGIC ▪ Gena met with representatives of MAGIC to discuss how GIST and

MAGIC will relate. ▪ MAGIC’s interest is ethnic-diversity and is curriculum driven; GIST’s

charge is global initiatives. ▪ Gena recommended an umbrella as a center of study for both

committees. It would be better funded and would relate to the board goals.

▪ The deans will revisit this discussion at a later meeting.

Gena

Academic Planning Scott Epstein will facilitate a deans/associate deans meeting on Wednesday, January 30, 2008, regarding the next phase of academic goals.

Gena

Skipping RDG 091 Issue: Some faculty who have students in RDG 090 direct them to skip RDG 091 and go directly to RDG 110 since the students have made good progress. Possible solution: Students who skip RDG 091 must take the placement test a second time. ▪ If a student can go right into RDG 110 couldn’t he or she take other IAI

courses? ▪ How many times can a student take a placement test? ▪ The procedure says that a student can take a placement two times before

beginning a sequence of classes. ▪ Just because a student is doing well in RDG 090 does not mean that he

should automatically skip RDG 091. ▪ Can faculty override placement test scores? ▪ Since the purpose of a placement test is to find initial placement.

Wouldn’t a student take a final exam or proficiency test to go directly to RDG 110?

Gena said that she will reconvene the Developmental Task Force and revisit this issue. A representative from Financial Aid will be part of the discussion.

Rick

Required Class Minutes Issue: A UAF was shortening office hours and holding them during the time that the class usually took a break. This shortened the class by 16 minutes per class. This is a difficult situation to monitor. Solution: Gena asked the deans to mention this at the division meetings on opening day. Office hours can not be held during class time.

Mary H.

Alternative Scheduling Options for FY09 ▪ Two options to promote for fall. -Earn an Associate degree with business emphasis to transfer to a four-year business program in the state. -Earn an associate degree with General Education courses to transfer to four-year institution in the state. ▪ The alternative way for students to take the above options are on-line

classes, telecourses, hybrid, and evening classes. ▪ The committee packaged what the college currently offers. ▪ The classes are fast-paced and designed for advanced students. ▪ Please send comments to Marcy.

Marcy & John

DP Error Due to a DP error 17 students were dropped from classes. Jennifer will work to reinstate the students or find them comparable classes. Carole Robertson said that she will cover the overload. Students will be held harmless.

Faculty Email for Drops ▪ Faculty will receive an email from registration when students drop from

classes. ▪ The email will include student I.D. number, the class and the section. ▪ Jennifer will send an introductory letter to faculty to explain the process. ▪ The emails will be sent once a day.

Submitted by Spengler-Abell

Deans’/Associate Deans’ Meeting Minutes February 14, 2008 10:00 a.m. Grants Update from Jonathan

Will be sending invitations to employees to serve on a newly formed Scholarship Committee.

Grants need to go to President’s Cabinet before announced to the team. Golf outing is in June – need volunteers Scholarship Awards Banquet – April 29, 5-7 p.m.

On-line Marketing Request Form – Paula Amenta

Welcome to Diane Kerruish – Market Admin Assistant Distributed audit of individuals involved in community organizations. Team asked to

indicate on form what organizations they are involved with. New online marketing request form ready on enet. Need to complete for each

marketing request. Elgin.edu Situation

Student complaint received that various items on web don’t match catalog. No list of degrees offered at ECC is available on the web. Gena recommended that deans go to program areas on the web and see if degrees are

linked and make other recommended changes to bring to everyone’s attention. Recommendation: form a cross-functional team to address these issues Paula noted that ECC’s website is slated to win a national award on March 11. She

was not sure if the award was for design or navigation. Evaluation of Distance Learning Evaluation – Mary

Need a form for evaluating distance learning classes. Volunteers to meet to discuss: Annabelle, Tony, Mi, Tim, Jim, Wendy, Mary H.

BOT Waivers/Scholarships - Peggy

BOT Waivers/Scholarships for GED graduates are district-wide. Administrative procedure does state “district-wide.” There was a communication

breakdown. Non-issue. Board Committee on Instruction - Gena

Next meeting is Monday, March 10, 2:30 p.m., UBC-205 March 10 Agenda:

-Alternative Scheduling – Marcy, Tony, Mary -University Partners – Carol (postpone) -Honors Update – Tony (Alice) -Spring Enrollment – Mary P. (early snapshot) -Programs on Horizon - Tony

Gena will meet with Mr. Getz (or have a phone conversation) before the meeting.

June 9 tentative agenda: -Assessment Update -Goals Update -Final Honors Report FSQ Space Issue - Gena

Gena will facilitate a space planning meeting with FSQ individuals who are directly involved: Bruce Austin, DeSean Coleman, Peggy Heinrich, Jennifer McClure, and Annabelle Rhoades.

Issues include: -Some departments have requested private offices in the child care area which will not be feasible due to heating and air concerns (there is possibility of creating a private conference room). -Offices need to stay together as much as possible instead of being dispursed throughout FSQ (need to be student centered). -Prime space not properly utilized. -ESL needs more classroom space. National Louis - John

Vince and John have been working with Verizon to deliver a 2+1+1 model. ECC will offer an AAS degree in marketing for Verizon employees. ECC and NLU will offer gen ed courses during the third year. John and Vince are looking at hybrid courses for this initiative.

I.T. Update – Jennifer

February 18 Access is undergoing an upgrade conversion. All employees will need to get a new password Laurie Hoerner will send out an announcement. It is critical that faculty get new passwords because of submitting midterm grades. This is the best and quietest time to make this update. Deans will follow up by putting notices in part time faculty mail boxes.

Alternative scheduling – Tony

The committee found some holes in the scheduling. Mary will schedule a meeting with Marcy and the deans to discuss.

Corporate and Continuing Ed Update – Susan VW

Added several economic development initiatives First CEO Round Table scheduled for March 6 First meeting of the Regional Economic Development Network scheduled for April

22. Plagiarism – Mary

A faculty member developed strategies to help students understand what plagiarism is how to avoid it.

Should we consider mandatory training for students?

Is this tied to curriculum than to orientation? Part of first year experience? Through library? Go to onsite computer to take plagiarism course? It was noted that some cultures have different perspectives on plagiarism. It can be

looked at as an honor to quote someone and not cite it. The team liked the idea of getting to students up front. Jim, Carol, Tim and Mary P. will meet to discuss options.

On-site Registration – Jennifer

Jennifer received a call from the Dundee Library inviting an ECC rep to do on-site registration.

Gena said that the college has shied away from on-site registration, but this may be a good opportunity to build the adult market.

Admissions does work with the public libraries. Mary P. will investigate further.

Submitted by Spengler-Abell

Instructional Deans Meeting – April 4, 2007 – 9:00 – 10:00 a.m.Guest: Amybeth Maurer TOPS Future

• Student Services is interested in assisting Susan Timm with the TOPS programs. Student Services professionals will be working on the event as part of their jobs

• TOPS will be viewed as an important enrollment management component, but Susan Timm will be the conduit to the School districts involved.

• Enrollment management will request new base dollars of $10,000 to fund aspects of TOPS that can not be covered by the Perkins Grant. Currently TOPS is funded by Perkins, the Foundation, and Academic Initiative dollars.

• Further discussion is needed for inviting other at-risk students. Instructional Lab Fees

• With Pierre’s assistance, Vince created a report which he distributed that lists only the expenses (decided upon by the deans) covered by lab fees.

• Lab & course fees may be bringing in more revenue that are expensed through the process we have in place. Discussion centered on whether the current budget process and how to proceed, and how use revenue produced by a particular department to off-set other costs of instruction.

• The spreadsheet can aid the deans in reducing costs for students depending on how resources are distributed.

• Spengler-Abell will forward each dean’s spreadsheet. Instructional/Associate Deans Meeting – April 4, 2007 – 10:00 – 11:30 a.m. Review Changes in Student Orientation Beginning this Spring Amybeth Maurer discussed changes in orientations based on meeting student needs. Orientation will become a “first-year experience.” Everyone is invited to attend orientations to get a better understanding of the changes. Mary P. will send the orientation schedule to the deans. The team agreed that the Student Services team did an excellent job. Key Changes

1. Revised NSO program goals:

a) Students will connect with faculty, staff, current students and each other (student engagement leads to retention).

b) Students will explore and utilize pertinent resources (services and technologies) to empower them to be responsible for their success at the beginning of their first semester.

c) Students will learn how to use basic educational planning tools: a. College catalog—rights and responsibilities, program

requirements and course descriptions

b. Class schedule book (and AccessEC)—how to read, key information, use to select classes for first semester

2. All new students who are “first time in college” are required to

attend orientation, regardless of age or full-time/part-time enrollment status.

3. Modified the NSO session format to provide students with hands-on computer training, improved opportunities to connect with others, and improvements to the course selection process. Note: all students will receive advisement in course selection and will have the option of a one-on-one with a counselor, but this will not be scheduled and required for all students.

4. All new students will need to submit high school transcripts effective summer/fall 2007.

Commencement Speaker Gena asked the team for their input on having a commencement speaker.

• No speaker means a shorter ceremony but we miss out on the pomp and circumstance associated with graduation

• Some community colleges have only a student speaker at graduations. • Some community colleges have both a student speaker and a professional speaker. • ECC could parlay the bestowing of an honorary degree into a commencement

speaker without paying the high price of speakers. Workshop on Quality Online Courses

• The distance learning department has tentatively scheduled a workshop for April 20th on assessing the quality of online classes, using the Quality Online Course Initiative instrument developed by ION and a number of community colleges throughout the state. Although the instrument has not officially been adopted, it is an excellent starting place to begin discussing the components needed to create a quality online learning environment.

• The faculty will have a morning workshop and the administrators are invited to attend in the afternoon with a luncheon for all participants from noon – 1 p.m. to encourage interaction.

Data Collected on Career Program Capacity

• Mary P. distributed two charts listing career programs by course which are not meeting capacity enrollment as identified by the deans.

• The purpose of this is to decide where to focus enrollment efforts how the data on the document was skewed because of the addition of Telecourses which are counted in multiples and for cross-listed sections.

• Recommendations from deans: -pull telecourses and list separately -pull cross-listed sections.

TA’s

Gena distributed a list of the TA’s from ECCFA/Board negotiations. • The contract is retro to 1/1/07. • Marilyn Prentice working on language. • We may consider a training session during a dean’s retreat to talk about the new

contract and will consider asking Rick Green to join the session. New Administrative Procedure – Grant Application/Proposal Development Submission on Behalf of the College To be posted on Administrative Procedures Website Research Requests Gena asked that all institutional research requests be submitted to Marcy Thompson who will assign the project to one of her staff. Submitted by Spengler-Abell