The minutes for the March 8, 2001 were accepted and approved with the following correction to the Roll Call: Phil Mancini was present at the meeting (M/S/P - Toppel/Hudak).

Dianne has received a request to add an item to today’s agenda as an action item. This item is considered an emergency item since it involves the closing of the Instructional Media Center this Saturday. The Senators voted unanimously (M/S/U - Jackins/Toppel) to add Item VIII.B (Consider and Discuss Closing of Instructional Media Center) to today’s agenda as an Information/Action item. It was agreed that the order of the agenda will be changed to accommodate guests.

IV. Oral Communication from the Public

There was no oral communication from the public at today’s meeting.

1. This week’s Board meeting is a strategic conversation on the district’s Services & Facilities Master Plan .

2. Dianne announced that the nominations for presidential candidates is closed and two names have been submitted, Ed Kleppinger and Jane Patton. Dianne expressed her appreciation to

them both for their willingness to serve. The ballot will be distributed some time next week,

with a return date in April.

A. Curriculum Committee - Alex Braun, Chair of the Curriculum Committee reported that curriculum proposals are moving forward fairly smoothly.

1. Discuss Fast Track Implementation of Approved Programs - Alex presented a dilemma the committee has faced recently and asked for direction from the Senate. Jason Halasa has developed a CIT program, approved by the Senate, and is currently preparing the curriculum for a number of degree and certificate programs on his own. Many of the courses developed by Jason have been presented to the Curriculum Review Committee (CRC) and have not yet completed the committee’s approval process. The courses cannot legally be listed in the Schedule of Classes or the Catalog until approved, nor can the Counseling Department provide degree or certificate sheets until the courses are approved. Alex has asked Jason to organize these courses in stages and present them to the CRC in stages for phase in. Jason has agreed to work along those lines.

Alex asked if there is some means of fast tracking such courses and yet meet all legal requirements in a timely manner, and not just for CIT courses. A second issue deals with how the institution provides administrative support to new faculty to develop programs as complex as this one. What processes and systems, if any, are in place that provide assistance for the development and implementation of larger scale programs?

Discussion ensued, and it was emphasized that there is a process that involves a complete analysis of a program, including its infrastructure and concerns relative to cost, space, resources, etc. It was suggested that Jason prioritize the particular certificates or program needed by the community that the college should offer first, to ensure that the department remains competitive and yet is tied into the existing infrastructure. Another option offered is that Jason work with the Counseling Department and offer a package of 99 courses, and that he approach the development of his program in a more purposeful and organized way.

As for providing assistance to a new faculty member, it is intended that the faculty member’s tenure review team serve as mentors for the individual. The various members of the team should be lending their expertise to the new faculty person on the college’s organizational structure, curriculum issues, processes, etc.. This is part of the tenure review team’s role as well. The Vice President of Instruction should also set the tone and mentor new faculty members.

Discussion continued as to how the direction of the college is determined, as well as the allocation of resources and the balance of curriculum. Dianne stated that the Academic Senate’s role is integral to the direction of the college and considers the strategic direction of the college. The CRC and the Academic Senate judge a given piece of curriculum on its merits. In addition, it was stated that decisions made by the college’s Governing and Planning Committee (GAP) consider all the information gathered and the direction of the college as a whole. It was emphasized, however, that GAP looks at the whole, but does not make academic decisions without faculty and Senate involvement. It was suggested that the Balance of Curriculum Committee (BCC) be reconstituted and its document reviewed and rewritten to reflect the new administration. It is important, however, that the direction must be determined based on substantial data.

In summary of the discussion, it was stated that the college already has processes in place for handling curriculum and fast tracking curriculum. Clearly, the obligation of the college is to serve its students, uphold the integrity of the institution, and maintain its accreditation. Courses cannot legally be listed that have not yet been approved. If the courses are listed before full approval, and something happens that prevents the offering from being approved, the college’s accreditation is impugned. It was generally agreed, there is no need to move faster. Dianne noted that the current process includes sign-off sheets that include the Library, other service areas, Department Chairs, Division Chairs, etc. The intent of the sign-off is to ensure that impacted services are aware of the impact the new program will have on them. The implementation of CIT courses clearly affected the IS Department staff, and it is clear that there is a need for a better sign-off plan. It was suggested that the Curriculum Committee review and revise its sign-off forms to ensure that the proposer, effected services and facilities sign off as well. Facilities should not drive curriculum, but the college cannot phase in a course or program when the availability of resources and facilities to house the course or program is questionable.

As agreed, the order of agenda was suspended and moved to Item VIII.B to accommodate guests.

B. Consider and Discuss Closing of Instructional Media Center

In response to the concerns of several Senators, Library Director Win Shin Chiang explained that the Instructional Media Center (IMC) is closing this week due to the retirement of a staff member last summer and the unexpected resignation of a Library Media Technician. The current staff is overworked and several are ill, and the library has had difficulty finding and retaining student workers this year. The new Library Building will be ready for occupancy in mid to late April, and it is intended that the IMC will be integrated into the regular library services at that time. Since this move will occur in approximately one month, it seemed best to close the IMC, bringing those materials to the third floor where the desk can be staffed consistently and, therefore, service the college’s needs better. It is intended that all services provided by the IMC will be offered at the third floor, although the entire media collection will not be moved.

Win Shin emphasized that this action was taken to better accommodate everyone concerned. The plan is to move all textbooks that have shown action to the third floor this Friday. Audio cassettes, video players, a duplicating machine, and other equipment needed for this semester will also be moved to the third floor. The Fire Science Department will keep materials used in the department and an instructor has opted to hold a number of tapes used for his/her program through the semester. Full-time and Associate Faculty have been notified of the change. Paging will be done at various times during the day via phone, Ext. 5150 (Circulation Desk) or Ext. 5151 (Reference Desk) or in person. Instructors will also be able to request a hold on materials.

Amelia reported that students confuse the role of the LATC with the IMC; LATC students must enroll. She asked for assistance in directing students correctly. It was suggested that a voice message be sent out as well as the e-mail message. Win Shin agreed and apologized on behalf of the library staff for having to take this action. Dianne thanked Win Shin for coming today to explain the action taken.

The order of the agenda was resumed.

B. Staff Recognition - No resolutions were presented at today’s meeting.

C. Committee Appointments - Dianne advised that the Graduation Committee is now active and needs faculty representation. The committee usually meets on Fridays, from 12:30 to 2:00 p.m., in Campus Center Room 217. Dianne has served on the committee for the last three years, and she asked for a volunteer. Senators Akers-Martin, Bell-Cheung, and Estrada volunteered to serve on this committee. It was noted that Senators are expected to serve as Marshals during graduation.

1. Instructional Technology Committee - * Carol reported that the committee expressed concern about the flow chart approved by the Senate. The concern centers on the Technology Coordinating Committee, how it will work, etc., and the Classified Technology Committee. She suggested that the structure be implemented and reviewed in the following year. Dianne reported that she shared the chart at GAP, with Connie Moralez of the Classified Senate, and with Mina Jahan. * The committee briefly discussed distance learning and the rest of discussion centered on the trickle down policy of computers from labs. The committee is reviewing the process used. The intent is to determine the needs of new faculty, what computers faculty have, and whether or not they are above or below the minimum standard. The committee is also considering the development of a form to justify requests. At this time requests are received from a number of sources. Pat explained the intent of the policy was that trade-up computers went to faculty first. High schools receive computers that can no longer be supported through IS, and IS will indicate which computers they can continue to support. Dianne recommended that a distribution policy and procedure be drafted and brought to the Senate for consideration.

2. Distance Learning Committee - No report was made today.

3. Staff Development - Senator Moore reported that there will probably be a discussion on alternative calendars during Flex Days.

4. Datatel Implementation Committee - * Senator Aker-Martin reported that a staff newsletter will be distributed on a regular basis, providing an update on the implementation of Datatel. Steve suggested that concerns relative to Datatel be brought to DISC before going to the Board. At this time, the DISC Committee does not see the report before it goes to the Board.

* An additional amount of money will be needed to purchase format software that Datatel does not provide. There is concern that the money for extra items such as this software is depleting funds budgeted for specific items related to the implementation of Datatel.

* The committee discussed equality in funding between the two colleges. There is a designated amount and a procedure for requesting funds. There is concern that requests come in for money after the money has already been spent.

* Committee discussed the standard of printers for both campuses. It appears that WVC has many more printers that are not compatible with Datatel.

* Resource personnel list will be published.

5. Workforce Development Committee - No report was made today.

6. Alternative Calendar Committee - * Senate Patton reported that the committee seems to be leaning away from the quarter system. The trimester is not as feasible as a compressed calendar. Jane explained that a sixteen week compressed calendar is being investigated. This calendar would involve meeting the same number of hours as an 18 week calendar; one hour is 50 minutes. This alternative may not involve as dramatic a change in work load.

* Don Cordero volunteered to serve on the committee as the representative for the Division Chairs, but the Division Chairs will need to confirm their representation.

* Jane expressed concern that Hoan Pham is not available to attend committee meetings. It was suggested that Carole Cramer be asked to assist the committee with her knowledge on room utilizations.

The order of agenda was suspended and moved to Item VII.C to accommodate guests.

C. Discuss Program Discontinuation Policy

Senators received the first draft of the Program Discontinuation Policy. Dianne advised that Jim Burrell was invited to attend but apparently was not able to do so. Don Cordero expressed his view that the proposal should begin based on the principle that every program has to meet certain measures in order to continue. The question is what measures and values should be used to assess the elimination of a program, discipline, or course. The current process is based on how often the course, etc., is offered. It is his view that the Senate needs to brainstorm additional measures that are outcome based for utilization in the discontinuation of a program; measures must be connected to value. We need to determine which programs are working and which are not. The Performance Goals Committee currently fills this task.

Dianne stated that the oversight mechanism is supposed to be the program review process, and program continuance should be predicated on a quality program review process, which involves a review of the courses, certificates, etc. The program review cycle is a five year cycle, and if the course is not offered, or students are not enrolled for a period of time, these might be some of the measures by which a discontinuation might be considered. The program reviews occur as part of the accreditation cycle, and there are validation teams that look at the reports for accuracy, supporting data, validation, etc. During the college’s last accreditation, we reported what we did and what we wanted to do better. Now, we evaluate outcomes with data and indicate our plan agenda. Our thinking is changing. We are shifting from a description to substantiating what the program is doing and support the information with data. This must be accomplished through program review. Most of what we do is being driven by accreditation, which is what is happening in Program Review. Validation will be more objective if reviews are more data driven and outcomes based. She explained further that the intent of the proposed policy is not to discontinue programs, rather it is intended to serve as a guide to direct decision-making regarding programs.

During discussion it was stated that people know when a discipline is in trouble. The questions are generally asked after the fact. No one else outside of the discipline is responsible and the situation will not change until it is someone else’s responsibility. A viable program continues to look at changes necessary to keep things working. If not, there needs to be a place to do so, as a part of program review, a collegial process to judge viability and look at measures to be included as part of program review.

Ultimately, Dianne asked the Senators to review the proposal policy, discuss it with their constituents, and be prepared to discuss it at next week’s meeting. The intent is to have something on paper to begin a rational discussion.

Dianne reported that Albert Moore has been advised of the changes recommended by the Mission College Academic Senate. She asked Senators to report any additional recommendations or comments to the Academic Senate Office. She noted that the sections on Administrative Retreat Rights and the Collegial Consultation portions of the policy are being monitored to ensure their inclusion in policy.

B. Approve New Program/Dept. Sign-Off Sheet

This item was postponed to the next Senate meeting.

1. Division Chair Council - Dianne took the Middle College Program to the DCCs and shared the Senate’s approval decision.

2. Instructional Advisory Team - The team met this week and discussed ideas with the Dean of Instruction as to how to recruit and assist students stranded by the closing of the Masters Institute. It was decided that students would be invited, through advertising, to attend an orientation meeting, which will include counselors and representatives of some programs.

3. GAP - * The committee is currently reviewing the accreditation reports; Standards one and two were reviewed and suggestions for changes were made.. * Carol Toppel volunteered to serve on a technical review subcommittee, along with Chris O’Hearn, Chris Olson, and Lee. * GAP also reviewed the Instructional Technology structure.

4. College Budget Advisory Committee - The committee reviewed its prioritization of budget priorities. Dianne reported that the strategic direction must go back to GAP for approval. Once CBAC approves its prioritization list, it will make recommends to the President through GAP. It is expected that the final recommendation will be ready in a few weeks.

5. District Budget Advisory Committee - Dianne expressed her appreciation for Steve Kinsella and his leadership; he is well-informed and forthright, providing information as required. He went through the budget and explained every change and all events, including factors that would affect the proposed budget for next year. Steve discussed the current state of the state’s affairs, particularly in light of the energy crisis and the economic downturn, and what it means for California community colleges. Although the crisis is legitimate, Steve does not believe it will severely impact next year’s budget, and it should not effect the increase in salary. He agendized the item on standard 9 relative to retirement benefits raised by the MC committee on standard 9 for further discussion. The MC committee wants a dedicated trust fund to set aside required funds to cover the retirement benefits; Steve is not in favor of such a trust fund in order to ensure that the district has access to the funds if necessary. Dianne explained to Steve that the concern is that there are currently people who will monitor those benefits, but that may not be true in ten to fifteen years. Many of those who will be here in ten years or more will not reap those benefits, and hence may not be concerned about the funds. Steve maintained that public institutions do not default on debts; all obligations are met. There has not been one incident where a public institution has reneged on its obligations. The MC Standard 9 Committee will include its concerns in its report. GAP and the District Joint Accreditation Committee will review the report to determine if the standard committee’s concern should remain in the report.

6. Others: No other reports were made at today’s meeting.

1. The March 9, 2001, issue of DVC FORUM from the Diablo Valley College Faculty Senate.

2. The agenda for the March 15, 2001, meeting of the WVMCCD Board of Trustees.

3. The summary notes for the March 7, 2001, meeting of GAP.

4. The agenda for the March 14, 2001, meeting of DBAC.

5. The agenda for the March 15, 2001, meeting of the Mission-West Valley Land Corporation.

1. Technology for Teaching Conference, sponsored by the Academic Senate for CCCs and @One Project will be held at the University of San Diego, June 3-8, 2001.

2. The AREA B Meeting of the Academic Senate for CCCs will be held at the Napa Valley College, Friday, March 30th, Noon to 4:30 p.m.

Additional information on all the above is available from the Academic Senate Office.

1. Discuss Possible Violation of Faculty Hiring Process (Senate)

The meeting was adjourned at 4:10 p.m. (M/S/U - Moore/Hudak). These minutes are respectfully submitted by Grace Hazán, Academic Senate Secretary.