2014.04.25-Scorecard.overview.20141

Governance Council Retreat

April 25, 2014

Phase 1 Connection: Interest to Application Phase

1. Required steps are producing more engaged pre-students prior to enrollment

2. Contact: These were the years of section cuts->less advertising, less recruiting, less outreach. Lack of available courses and higher unemployment.

3. “Enrollment” vs actually in a class – vs waitlist. Are students shopping for open sections?

4. Alignment of Assessment Tests & cut scores – do students “shop schools” based on test results & placement?

5. High School Students – Counselor/Advisor do onsite “Counseling Days” at high school for college preparation.

6. Connect with AVID students, Oil Tech Academy, etc. to talk to students who are already engaged, but maybe we should focus on those who are not as focused and help them get focused. 

7. Be the “college of first choice” for high school students. Are we “telling our story” as to why we should be the “college of first choice” for graduating seniors?

8. Incentives for students – gas voucher, free parking, book rental linked to completion of certain milestones (completion of 6 units).

9. Develop a cohort model and use that as part of our outreach message.

10. Do a 2-3 day program in the dorms the summer after a student’s junior high school year.

11. Need more student friendly activities that appeal to students – commuter college – difficult.

12. Message: Why go to TC for first two years. Look at what students want when selecting a school – collect data on what is important to a student when selecting a school.

13. Gather data from current students – what about Taft works well for you? Then capitalize on that.

14. We need to reach the potential students who want to complete a degree. side by side cost comparison with other schools Cal Poly Taft College $_____ $______ $_____ $______

15. Capitalize on resources we have with agencies: Chevron TC CSUB Employment tuition reimbursement + defined pathway -> student success for re-entry students

Services Available:

Data Available:

 High School Data origin

 Placement Data

 Success rate normal vs late start classes

Data Needed:

Late enrollment students vs early enrollment

Other ideas:

 Targeted outreach to quality students

 Shape TC’s image to attract quality students

 TC bus to Bakersfield (or not)

 Quality programs (Dental, Athletics)

Phase 2: Entry

Services Available:

 Counseling, Advising, Orientation, Career Assessment, Assessment testing, Financial Aid, SSS if needed. Job Placement, Ed Plans

 NOT ALL STUDENTS DO THESE THINGS-SERVICES AVAILABLE BUT NOT REQUIRED

Data Available:

 Ed Plan VS No Ed Plan

 Financial Aid

 Matric flags VS no matric flags

 Tutoring

 Gatekeeper courses-Success by demographics, pre-reqs

What data would be useful in further evaluation:

 What courses are they seeking tutoring for? New methods for tracking and evaluating the success of the tutoring program

 Data that clearly shows how tutoring is affecting success so that decisions can be made

 Placement effectiveness- proper placement vs success

 How well are placement tests aligned with what is required in HS courses? Further research on placement/multiple measures. Placement two or three levels below adds more time for students to get discouraged and drop.

 Probation students-interventions that occur-are those students successful based on the interventions provided by Candace?

How can we better support students as they choose and successfully enter a program:

 More robust tutoring program

 Making an Ed Plan required during their first semester so they have a path to follow

 Tutoring needs to be revamped to make it more beneficial to students.

 Maybe having remedial students be required to attend some kind of learning/tutoring lab?? 

 Consistent evaluation of existing services. What is working well, what isn’t?

 Purposeful allocation of resources

 Create faculty driven mentoring sessions for students interested in specific career paths

 Could also do the same idea with classified staff-mentoring sessions

 Focus efforts and resources on those first 2 semesters to get the “gatekeeper” students through their first 15-30 units so that they have more of a chance and motivation to follow through and finish

 Positive information at the beginning-very important. Show them they have the help they need-don’t be afraid to ask for it.

 Early intervention by faculty when students show they might be struggling- refer to various services that may be beneficial to them.

 Students have different personalities and need guidance/support in different ways. Focus on those particular strengths of the student

 “Universal” gradebook? Triggers at certain levels/grades so a flag is sent up to show when students may need services

 Affective Domain- Helping them understand they have it within themselves that they can succeed. Assess for confidence. Strategies and interventions are out there to help those students who may lack the confidence in themselves to succeed. Can develop cohorts with these students. Building confidence together-taking classes together-be successful together.

 Make Financial Aid information a bigger piece of Orientation. Make sure students understand they can apply for financial aid no matter what their income might be. If they don’t apply they’ll never know what they could receive-including scholarships.

 Online “ed plans” for every major/program/certificate. Make it plain and simple what courses lead to what and make sure it’s all accessible online and clear and precise.

 Develop workgroup on multiple measures and how they’re used and are they used effectively?

 Student Success class mandatory when?

Additional Ideas:

 Education efforts on front end of what is matriculation and how important it is

 Ed plan required at the beginning for athletes-athlete population is very successful.

 Ed Plan being required in 1st semester would be tremendously helpful for financial aid

 Workshops/sessions first few days of school for different disciplines/divisions. Let students get to know their instructors, bond with other students, and feel comfortable as they start their courses.

 Is tutoring center generating apportionment for non-credit FTES

 Faculty need to be present at “College Night”

 Club-website design-students updating the website based on information they receive from all over campus

Phase 3 Progress

 What happens between year 2 and 3?

o Major courses

 How may have Ed. Plans?

 What are student outcomes for sociology courses and those that are not t college level

 What student support strategies are needed for those students who are below ENGL 1500 so they can become successful?

 How involved are counselors/advisors in Tutoring/SI?

 Have some kind of event as a milestone trigger, e.g. ‘taken 2 out of 5 core classes’ for a response (personal) from faculty to student.

Services Provided:

 Same as entry

 MAPP

 Online tutoring?

Data Available:

 Same as entry

 PR data

 Scorecard data

 Transfer data

Data needed:

 Same as entry

 Transfer data

Other Ideas

 Online tutoring

 Online other services

 Boost tutoring program – on campus

 Replicate successful programs (Athletics, Dental Hygiene)

 Barriers: $$$, childcare, transportation, enrollment management, qualified faculty to offer courses at different times, family responsibilities, motivation.

Phase 4 Completion

 How many students satisfy requirements but don’t get AA? Prior to transfer

 What steps are taken getting students ready?

o Get a “close” email @ 45 units from graduating

 Can we schedule classes better to facilitate?

 Rename/remake office” hours as “student” hours

 Transfer Bridge Program w/CSUB

Services Available:

 Degree Audit

 Student list 45 units (mail, personal contact, etc.) text email

 Tutoring, counseling, etc.

Data Available:

 Tons – just ask

Other Ideas:

 Check on students w/45 units

 Evaluate policy on holds

 ID barriers to see where we can have an effect

 Create scholarships

 Create “culture of completion” STATS, Finite math

 Personalized tutoring for student struggling in one class

Summary: Group Report Out

Human Touch:

 Faculty online

 Change mindset – faculty office hours = student hours

 Non-major contact, e.g. weightlifting

 1st 3 weeks

 Entry = affective domain ->night resources

 Faculty-driven mentoring groups

 Faculty role in “student success’ issues

 “Recruiting your commitments”

 Triggers – D coach, AD, . . .

 Connection – engagement – Web = head/heart

 Intel-Response

 Clubs, groups, cohorts . . . oh my!

 @45 units -> email, SARS, letters

 Personal connection

 If working how to evaluate?

 Concierge services

 D.L. students – make it a focus

 More “touch” right away

 Everyone having effect

 Progress checks – orientation – exit orientation

 Elevating conversation on student success

 Coordinating what we do

 F2F communication

 Mindset changes – silos – mix it up

 Creative mix

 The little things matter – look up, say “hi”

 Can’t assume enrollment processes are working

 Branding – being first choice

 “Physics” students on BC campus

 HS day on campus – all clubs

 HS open house – Saturday

 At assessment – Ask students

 Priorities – the “quick” fixes

 Categorize

 Do things that will make a difference (build into evaluation)

 What can we do early?

 Ask the students so they know you care

 Make it systemic & routine (purposeful commitment)

 Remove institutional barriers

2014.04.25-Retreat-Notes1

Framework for Analyzing Recommendations – Governance Council 2014 Retreat

2014.04.25-Governance-Council-Retreat-Summary-of-Recommendatons1

October 10, 2014

Members Present:      Kanoe Bandy, Sheri Black, Eric Bérubé, Darcy Bogle, Kamala Carlson, Bill Devine, Sharyn Eveland, Greg Golling, Adam Hightower, Dena Maloney, Brock McMurray, Velda Pena, Tony Thompson, Brandy Young, and Mark Williams.

Members Absent:       Bruce Ferguson, Vicki Jacobi, and Laura Riss

Guests:                            Adrian Agundez

Facilitator:                       Tony Thompson

Recorder:                        Brandy Young

Timekeeper:                  Tony Thompson

Minutes:                          Melissa Blanco

APPROVAL OF MINUTES

• The minutes of the meeting held September 26, 2014 were approved by consensus.

COMMITTEE REPORTS

• Strategic Planning Committee (Eric Bérubé) – The SPC held a virtual meeting via email to discuss and finalize the District’s Mission Statement: 2014. The Strategic Action Plan Steering committee will be meeting on Thursday, October 16, 2016 to develop a new strategic three-year plan. The committee will be working with the College Brain Trust consultants, who also helped us with the Educational Master Plan. We received over 78 submissions. This data will be used to develop the Strategic Action Plan.
• Student Success Committee (Darcy Bogle) – The Student Success Committee met on Thursday, October 9, 2014. Darcy and Mark have met with other groups to discuss the Student Success Plan and Equity Plan. Darcy has asked for feedback from other areas via Governance Council members and other meetings along with student input as well. The Student Success Committee will be moving forward on how to implement the plan and develop more specifics. One of goals of committee is to look at data and how to use it. Tony reiterated that student involvement and getting feedback are key to study success.
• Access Committee (Mark Williams) – The Access committee met October 10, 2014 to review the charter and map out the work. The committee agreed they would focus on enrollment management. Adam Bledsoe has volunteered to be the data person. The committee plans to meet with a panel of 5 to 6 students to see gather input.
• Campus Safety and Security Committee (Darcy Bogle) – The Committee met on October 10, 2014. The Committee’s goals this year are to develop the emergency plan and review all documents related to safety. Dena stated that the Board had a legislative workshop earlier in the week. The speaker stated that campus safety is a major focus for the legislature and that she hopes it leads to funding to help keep our campus safe.

Governance Council

October 10, 2014

Page 2

• Budget Committee (Brock McMurray) – The Budget Committee met October 9, 2014. The committee revised the budget calendar by adding a few items and key points to tie budgeting to the planning process. Once the budget calendar is finalized and presented to the Board it will be distributed campus-wide. The committee also discussed the system budget and updates on budget items. One bight hope is the proposed change in the community college system funding formula. Mark McDonald from the McCallum Group shared the new funding formula may be based on factors such as unemployment rates, income levels and educational attainment within a college’s service area. This may benefit Taft College. With the possibility of a change in funding formula, Taft College may be able to receive growth funds – something we have not been able to do since we exercised an exemption for the 2011-12 workload reduction.

Brock gave the GC members an update regarding the funding for completion of the TIL building.  The TIL program expected to raise funds through grants and other financing mechanisms in the amount of $2.1M.  Despite all efforts, this did not occur.  As a result, the District had to front the front the money utilizing other funds earmarked for construction costs financed by Certificates of Participation.  The TIL Program has developed a repayment plan which will repay the District over a ten year period.  The annual TIL budget will include a payment of $200,000 plus  which will come from existing contracts and new fundraising/enterprise funds. The first year payment will come from the Foundation account for TIL.

REVIEW OF MISSION, VISION AND VALUES STATEMENT

(Led by Eric Bérubé, Coordinator of Institutional Assessment, Research, & Planning)

• Eric distributed the final version of the new Taft College Mission, Vision and Values statement (copy attached to official minutes). Eric suggested the mission be framed for public display around campus where staff and students can see it. SPC recommended this version as the final version.
• Some questioned the use of “foundation skills” in the “Our Mission” section. What is the meaning?   Darcy explained “foundational skills” is meant to encompass the skills for success, basic skills, college survival, career planning, and any skills students would need to succeed.
• One member stated that “Our Values” should also include the District values our students. Members believe the other values listed represent we value our students and no further statement is needed.
• Through further discussion, the mission was revised as follows: Taft College is committed to creating a community of learners by enriching the lives of all students we serve through Career Technical Education, transfer programs, foundational programs and student support services.
• CONSENSUS: The GC members agreed on the above recommended revision of the “Our Mission” for the Taft College Mission Statement.
• Eric will send this out campus-wide for comment and bring back for discussion at the next meeting.

UPDATE ON GOVERNANCE GUIDE AND ADMINISTRATIVE PROCEDURES PROJECT

(Led by Dena Maloney, Superintendent/President)

Governance Council

October 10, 2014

Page 3

• Dena stated the Governance Guide Taskforce met September 26, 2014 to discuss the need and the outline of the guide. Comments have been sent to Brandy Young to add to the draft and the group is scheduled to meet today at 3:00 p.m.

STUDENT SUCCESS AND SUPPORT PROGRAM PLAN

(Led by Darcy Bogle, VP of Student Services)

• Darcy distributed handout titled “Student Success and Support Program Plan Overview” (copy attached to official minutes). Darcy gave a presentation including how to use the Scorecard Performance Measurement System to analyze the success of the District’s students and their performance by age, gender, ethnicity, etc.
• She discussed some of the metrics and the six factors that are used in measuring student success.
• Dr. Robert Johnstone will be visiting our campus during spring in-service to present his “Completion by Design” model. The “Completion by Design” and “Redesign Systems and Practices for Student Success” are models that we will be looking at for the District.
• Mark distributed a handout titled “Equity as the Basis for Success” (copy attached to official minutes) and discussed equity and it’s methods. We all agreed that it is important for all areas on campus be “fluent” in understanding how this works.

PROPOSED POLICY ON BULLYING AND RELATED CHANGES TO AP 5500

(Led by Darcy Bogle, VP of Student Services)

• Darcy distributed the drafts of the Board Policy and Administrative Procedures for Prohibition of Bullying along with the revised draft of BP 5500 Standards of Conduct (copy attached to official minutes).
• Darcy explained there are a lot of new laws and all supervisors will need to have training. This policy was created to provide a safe environment for both students and employees.
• Governance Council members were requested to take these policies out to their constituents for feedback or questions.

COMPUTER AND NETWORK USE PROCEDURE – DEVELOPMENT OF AP 3720

(Led by Dena Maloney, Superintendent/President)

• Dena distributed the draft of AP 3720 – Computer and Network Use Procedure and the Computer and Network Use Agreement (copy attached to official minutes) and discussed the background for the procedure and use agreement regarding the use of district technology and networks.
• The procedures were designed for students and employees with input from the Taft College legal counsel.
• The District plans to introduce and implement the new procedures in spring 2015. This is to ensure the integrity of our system and prevent abuse.

Governance Council

October 10, 2014

Page 4

• There was discussion on some of the concerns raised by employees in regards to the procedure. Dena explained that the District interest is to ensure the security and integrity of its technology resources, and to ensure that employees are aware that use of the system is a privilege.
• Dena and Adrian indicated that email messages are subject to public records requests and can also be subpoenaed.
• Dena requested that the all representatives share this information with their constituent groups and that she or Adrian would be happy to answer any questions regarding the proposed procedure.

Next Meeting:

Facilitator:           Brock McMurray

Recorder:            Darcy Bogle

Timekeeper:      Velda Pena

Next Meeting:                  October 24, 2014

Meeting Adjourned:      2 pm

Respectfully submitted by:

Melissa Blanco

10 10 14 Governance Council Minutes

Members Present: Eric Bérubé, Sheri Black, Darcy Bogle, Kamala Carlson, Bill Devine, Sharyn Eveland, Greg Golling, Adam Hightower, Victoria Jacobi, Dr. Dena Maloney, Velda Peña, Laura Riss, Tony Thompson, Brandy Young and Mark Williams.

Members Absent: Kanoe Bandy, Bruce Ferguson and Brock McMurray

Facilitator: Bill Devine Recorder: Greg Golling Timekeeper: Mark Williams Minutes: Debbie Hegeman

APPROVAL OF MINUTES

The minutes of the meeting held September 12, 2014 were approved by consensus.

STRATEGIC PLAN DEVELOPMENT – COLLEGE-WIDE SURVEY (led by Eric Bérubé)

Eric distributed a document entitled Timeline for Development of the 2015-16 to 2017-18 Strategic Action Plan and Vision, Mission and Values (copy attached to official minutes and available on the Intranet). The document lists the process for the Strategic Action Plan Committee to complete the Strategic Action Plan (SAP) and outlines each portion of the process and dates for completion. Eric confirmed the survey was already out and results had begun to come in. The target date to present the SAP to the Board of Trustees is during the January 14, 2015 meeting.

Vision, Mission and Values

Eric discussed the timeline for the Vision, Mission and Values included in the above document. The project to update the Vision, Mission and Value Statement began at the Welcome Breakfast on August 22, 2014. He said the standard process to update this statement is every three years.

• Access Committee Report (led by Mark Williams)
  Mark reported the committee hasn’t met yet however their committee membership is almost complete. He distributed a document (included with the official minutes and on the Intranet) outlining the next steps the committee hopes to achieve.

• Student Success Committee Report (let by Darcy Bogle)
  Darcy reported due to scheduling issues the committee had not met since the last GC meeting. She and Karen Ziegler will be attending a Student Success Conference and Darcy is looking forward to returning with valuable information for the committee.

Draft Mission, Vision and Values Statement (led by Eric Bérubé)

Eric distributed the draft for the Vision, Mission and Values (copy attached to the official minutes and located on the Intranet). There was quite a lengthy spirited discussion. At the end of the discussion an updated Vision, Mission and Value statement was created. The committee recommended since there wasn’t time to finalize the value statements we give it as is to Eric so the SPC can finish them and finalize the draft.

Please see the final draft from the GC.

Vision:

Taft College instills a passion for learning leading to success for all.

Mission:

Taft College is committed to creating a community of learners by enriching the lives of all students we serve through Career Technical Education and transfer programs supported by foundational skills and student support services. Taft College’s learning environment is defined by equity in the application of knowledge, leading to student success.

Our Values:

• Passion for learning and the evidence of its success.
• A learning community with teaching excellence.
• An environment conducive to learning, fairness, dialogue, and continuous improvement.
• A communicative, collaborative, collegial, and respectful culture.
• A partnership of students, faculty, support services, and community.
• Innovation, diversity, creativity, and critical thinking.
• Academic, financial, personal and professional integrity.
• Employee success.
  • Suggestions from the meeting are:
    • Employees and their professional development
    • Professional development of employees
    • Employees and students of Taft College
    • Employees
• A transparent, accessible, participative governance structure.

Governance Guide and Administrative Procedures Project (led by Dena Maloney)

Dena reported the committee met on September 24^th to review their purpose. They reviewed other guides online and have created a draft. Brandy will prepare the draft for review.

Re-Launch of Welding Program and Lease of Instructional Space (led by Mark Williams)

Mark shared a document outlining the history of the welding program at Taft College and the necessity of ending the program due to poor facilities in May 2012. Dena commented it was a great loss to the community when we left the WESTEC facility. Since that time we have been working with community partners in the industry to find a building that would support the program, and feel we have done that. The building is located in the Taft Industrial Park and has the right type of power, parking, classroom space and they are willing to commit to a three-year lease.

We want our decisions related to this project to follow the master plan and take in consideration of our

local community. Below are some points of interest:

• We would have access to internships being in the heart of the industry.
• Possibly some offerings in spring of 2015.
• Class size – 20 stations
• Work actively with community partners
• Possible grant funding for facilities – we’ll know more in a month or so.
• Instructors – possibly adjunct (bilingual) if no grant funding
• Want to have a presence in the community – discuss staffing for the building. Possibly WESTEC could help in this area.

Dena said she had worked with several businesses in the past but felt they wanted to see a commitment on our part. She feels if we do the three-year lease and the community sees our intention to support this program that we could develop additional support from them in the future.

Mark asked for a recommendation from the committee to proceed with the re-launching of the welding program in leased space in the Industrial Park. The GC feels it’s not a new program since it was on-going and voted unanimously in support of the proposal.

NEXT MEETING: October 10, 2014 – 12:10 p.m. – 2:00 p.m.

Facilitator: open Recorder: Brandy Young Timekeeper: Tony Thompson

Respectfully Submitted:

Debbie Hegeman

2014.09.26-GC.Minutes

2014.09.26-Re-Lauch-of-Welding-Program-Status

2014.09.26-strategic_plan_timeline

2014.09.26-VisionMissionValue-Statements-currentdraft

Members Present: Eric Bérubé, Sheri Black, Darcy Bogle, Kamala Carlson, Bill Devine, Sharyn Eveland, Bruce Ferguson, Greg Golling, Adam Hightower, Victoria Jacobi, Dr. Dena Maloney, Brock McMurray, Velda Peña, Brandy Young and Mark Williams.

Members Absent: Kanoe Bandy, Laura Riss, and Tony Thompson

Facilitator: Sharyn Eveland Recorder: Brandy Young Timekeeper: Velda Peña Minutes: Debbie Hegeman

APPROVAL OF MINUTES

The minutes of the meeting held August 29, 2014 were approved by consensus.

Sharyn welcomed our newest member for this year, Student Representative Adam Hightower at which time Adam shared his excitement to be a part of the committee. Dena discussed his role and how he can take information back to ASB as his responsibility and bring back suggestions and comments back to the committee. The Council members introduced themselves and Bruce shared some positive comments about Adam.

COMMITTEE REPORTS

Strategic Planning Committee (led by Eric Bérubé)

Eric reported the committee met on September 5^th where they reviewed the information collected from in-service regarding the Mission, Vision and Values. He announced the SPC has two new members: James May, Instructor and Karen Ziegler, Coordinator of Counseling/Student Success.

Budget Committee (led by Brock McMurray)

Brock reported the committee had not met since the last GC meeting. He shared the proposed budget had been reviewed during the budget session and adopted by the Board during the board meeting which immediately followed on September 10, 2014.

Access Committee Report (led by Mark Williams)

Mark reported the committee hasn’t met yet however their committee membership is almost complete. He distributed a document (included with the official minutes and on the Intranet) outlining the next steps the committee hopes to achieve.

Student Success Committee Report (let by Darcy Bogle)

Darcy reported due to scheduling issues the committee had not met since the last GC meeting. She and Karen Ziegler will be attending a Student Success Conference and Darcy is looking forward to returning with valuable information for the committee.

Draft Mission, Vision and Values Statement (led by Eric Bérubé) Eric distributed the draft for the Vision, Mission and Values (copy attached to the official minutes and located on the Intranet). The SPC reviewed the ideas collected from the in-service breakfast and came up with a draft which Eric shared with the GC. He then asked for comments from the GC.

Comments included:

• Dena: We have something to build on but feel the proposed Vision is slightly passive and would like more of a proactive Vision.
• Vicki: The SP_ strived to share T_’s vision in a way that promotes a student’s goal and beyond;
• Bruce: We need to mention what their specific goal may be.
• Brock: Reiterated what Eric said at the in-service about the definition of a Vision being what we would like to see in a perfect world.
• Dena: Suggested language for Vision: All students aim high, and achieve their goals. After all, in a perfect world isn’t that what we want for all our students?
• Brock: Was the focus on learning or on lifelong learning?
• Bill: Suggested language for Vision: Taft College creates opportunities for students to achieve their goals.
• Adam: Wants to clarify that students have other areas to gain success, the Vision it too narrow, only focuses on people who graduate.
• Mark: Agrees with Adam, it is a bit narrow, it doesn’t address the students that aren’t here; What about the community, how we serve it, how we transform it.
• Dena: Is this Vision our vision of the college or the vision of what we want for our students? Which direction do we go with this? We need to agree on which direction to take.
• Darcy: Just keeping in mind that the basis of our vision should be used by our planning, all the feedback should be considered. Have a little more time and listen to a little more feedback. Look at the questions that were brought up today. How is that attached to all the planning on campus?
• Sharyn: Likes the questions Dena posed. Do we want our vision statement to focus on ourselves or focus on our vision for our students? We need to decide that first in order to move forward.
• Brandy: Can we do both? Does it have to be one or the other?
• Vicki: Most Visions are about one sentence long. Believes our vision is how we view the college.
• Greg: Agrees with Brandy. Go with both.
• Sharyn: Our perfect world and our values incorporate that. Gave examples of how it would be broken out. Show a perfect picture and then the pieces that make that picture.
• Bill: On Adam’s idea: Taft College creates opportunities for students to achieve their goals;
• Adam: Believes that this will allow us to broaden our Mission.
• Vicki: Stated the California Community College is to provide education< that is their goal; Need to look at the mission of the CCC and align it with ours.
• Dena: Agrees with Vicki, we are an educational institution, our focus is on that. By participating in Taft College programs, they will achieve their goals.
• Bruce: Creating an environment that will allow them to achieve their success/goals.
• Kamala: Suggested language for Vision: Taft College promotes excellence in education, thus enables students to achieve their academic goals.
• Darcy: Suggested language for Vision: Success for all
• Eric: The Vision could be an outcome, shifting the focus to students. The Mission describes what we do. Values show what we do to get there.
• Velda: Our values are representative of what we do and how.
• Dena and Sherry: We need to use words that show more impact.
• Dena: Suggested language for Vision: Taft College embodies excellence, leading to success for all.
• Vicki recommended we table making a decision on the language draft until the SPC has been able to review the comments given today.

Consensus: The Council agreed to table the information and let the SPC review the questions and ideas presented.

Prioritization of Retreat Ideas

Dena described the next steps related to the retreat ideas was to prioritize them within their group. She made two proposals on how to prioritize the ideas created from the retreat. 1) We prioritize the ideas within each sheet under the Student Success heading; 2) We prioritize the entire collection of ideas as a whole using dots and the yellow papers on the board. The Council agreed to do the exercise as a group. Each member was given 5 dots to identify what they felt was most valuable and easy to implement. After the exercise was complete, there were 3 top ideas with a count of 9 votes each. These ideas were from sections 3.4, 2.3, and 8.1. (copy attached to official minutes and on the Intranet) All of the prioritized ideas will go to the Student Success Committee which will continue on the path of developing our Student Success Plan.

Board Goals and Potential Board Policies

Dena discussed the handout (attached to official minutes and on the Intranet) that listed the Boards Goals that was developed at the Board Retreat in August. She pointed out they had added a new goal in Focus Area 2 – Employee Success. “Strengthen processes that foster collegial decision-making, clarify the Board’s role, and implement BP 2510”. She discussed BP 2510 and why it was important for the college to clearly define how shared governance works at Taft College. She has been doing a lot of research and wants to ensure that Taft College has a clear picture of how decision making is implemented. She would like to see a Governance Guide created as well as an AP 2510 and would like the Governance Council to oversee this project.

• Administrative Procedures
• Governance Guide
• Prioritization
• Good documentation of how all the “pieces fit together”
• Good working document

Dena suggested we form a task force with representation from Faculty, Classified staff and Administration to work on this project.

Consensus: The council agreed with the request for a task force to oversee the AP 2510 and a Governance Guide.

Potential Board Policies

Dena reported the work has already begun for a policy related to Bullying. Darcy has been working on this from the student prospective and another one may be coming shortly to the GC related to bullying between staff. According to Dena, there haven’t been many new Board Policies in a while so she wanted to make sure the GC knew some would be coming for approval.

NEXT MEETING: September 26, 2014 – 12:10 p.m. – 2:00 p.m.

Facilitator: Bill Devine Recorder: Greg Golling Timekeeper: Mark Williams

Respectfully Submitted:

Debbie Hegeman

2014.09.12-Draft-Revised-Vision-Mission-Values-Statements

2014.09.12-GC.Minutes

2014.09.12-Prioritization-of-Retreat-Ideas

2014.09.12-14.15-Board-of-Trustees-Goals

2014.09.12-Access-Committee-report

Members Present: Kanoe Bandy, Eric Bérubé, Darcy Bogle, Bill Devine, Sharyn Eveland, Bruce Ferguson, Greg Golling, Victoria Jacobi, Dr. Dena Maloney, Brock McMurray, Velda Pena, Laura Riss, Tony Thompson, Mark Williams and Brandy Young.

Members Absent: Sheri Black, Kamala Carlson and Brock McMurray

Facilitator: Laura Riss Recorder: Kanoe Bandy Timekeeper: Bruce Ferguson Minutes: Debbie Hegeman

APPROVAL OF MINUTES

The minutes of the meeting held May 9, 2014 were approved by consensus.

Welcome to our two new members: Bill Devine who has replaced Sonja Swenson and Laura Riss who has replaced Fernando Lara.

COMMITTEE REPORTS

Strategic Planning Committee (led by Eric Bérubé)

Eric reported the committee met on August 21^st where they set 5 main goals for this year. They are:

• Review input on mission statement.
• Refine operational definitions.
• Work with Collaborative Brain Trust on the Strategic Action Plan.
• Fill in details for Integrated Planning Process, particularly as it pertains to SLO’s.
• SPC review the submitted program review goals and submit to the GC for approval.

Budget Committee (led by Bill Devine) A copy of the Budget Committee minutes will be on-line.

Bill reported the state budget had no major changes; conservative forecast; work to retire debt; no intended cuts for this year; looking at Cal STRS unfunded liability. The Community College budget has new money however it is earmarked for special purposes. Also the growth formula may change. Taft College budget will be presented to the Board for approval at the September 10^th board meeting. Doubtful there will be a state bond which would impact future projects with the exception of the student center project since it is funded by Measure A money.

Access Committee Report (led by Mark Williams)

Mark reported the committee has not met and the co-chair will be assigned by next week. Once they have the co-chair the membership will be finalized and then will set up their meeting schedule. Mark brought a copy of the charter however it has not changed since it was handed out during the March 28, 2014 meeting.

Student Success Committee (led by Darcy Bogle)

Darcy announced Laura Riss will join the committee this year. She distributed another copy of the Planning Committee Crosswalk Guide (attached to official minutes and on-line). She pointed out how the document showed how the Student Success and Access Committee work together with the student success scorecard. They will monitor the Equity Plan as well as the Student Success Plan.

Update on Tutoring and Professional Development Space Facilities (led by Mark Williams)

Mark stated the Library is jumping. This summer they were able to develop general tutoring areas; Classroom space (GED & INCO); professional development space (includes Dan Hall’s office); and other library related items (improved staffing, new catalog system, book drop box, reserve books for every class). (For more detailed information, the Library Facility Update document will be attached to the official minutes as well as on-line)

Framework for Retreat Ideas (led by Dena Maloney)

Dena reported that the Governance Council wanted to make sure its ideas from the Retreat were evaluated and prioritized. She shared that the Student Success Task Force (state level) had developed 22 recommendations for supporting student success. Those recommendations could be the framework for organizing the Governance Council ideas. She pointed out around the room the flipchart papers contained the 22 Student Success Task Force recommendations. She identified three groups which will be given ideas from the Governance Council retreat. Their job will be to discuss the ideas and place them on the sheets where they best fit. The groups will be:

Group 1: Bill Devine, Mark Williams, Bruce Ferguson, Sharyn Eveland and Brandy Young
Group 2: Kanoe Bandy, Velda Pena, Eric Bérubé and Laura Riss
Group 3: Vicki Jacobi, Darcy Bogle, Greg Golling, Tony Thompson and Dena Maloney

The next step will be to take the information from the sheets and prioritize them before sending the information on to the Student Success Committee. Darcy stated she felt this information will be extremely helpful in the reports she will be submitting. (The document has been attached to these minutes for your review)

Governance Council Evaluation Outcomes (led by Eric Bérubé)

The Charter for the Governance Council Committee calls for the members to evaluate their effectiveness at the end of each year then discuss the outcome at the first meeting of the next year. Eric shared the results of the survey (attached to official minutes as well as on-line). There was much discussion on interpretation of the overall rankings but in the end it was agreed the GC has shown great improvement. It could be concluded this is because members are more comfortable in their role as GC members. It appeared from the survey we have continued to improve but reminded there is always room for improvement especially with overall communication with the campus. Eric will write up some recommendations and bring them to the next meeting. He also reminded the committee that all the sub-committees of the GC are required to do a self-evaluation of their effectiveness based on their charter each year also.

2014/17 Strategic Action Plan Project (led by Dena Maloney)

Dena made a correction that it is actually the 2015-18 Strategic Action Plan being worked on as the plan they are working on will roll out in 2015. Last year we put together an Education Master Plan which is the foundation for the Strategic Action Plan. The Strategic Plan will insure we meet our goals set by the Educational Master Plan Committee. (Attached to official minutes and on-line are the 2014-24 Educational Master Plan Recommendations and the Proposed Strategic Action Plan Steering Committee for 2014 fall semester). The Strategic Action Plan Steering Committee will oversee the process of developing the new strategic plan, with input from the campus community. She shared with the committee the ACCJC list of colleges and their top deficiencies (attached to official minutes and on-line) as well as the sanctions given. There are some new items included this year; Student Learning Outcomes Implementation, and Employee Evaluations. There was consensus on the plan.

2014/2015 Organizational Matters (led by Tony Thompson)

Last year the Governance Council agreed to meet twice a month with the first meeting being mandatory and the second meeting only if needed. Looking at the tasks which lay ahead of the Council, it was agreed the Governance Council will continue to meet twice a month with both meetings being mandatory.

The schedule will remain as in the past: 2^nd and 4^th Fridays The retreat date is, Friday, February 27, 2015 (details to come)

The next meeting will be September 12, 2014 at 12:10 p.m. in the Cougar Room.

Facilitator: Sharyn Eveland Timekeeper: Velda Peña Recorder: Brandy Young

Minutes submitted by:

Debbie Hegeman

2014.08.29-GC.Minutes1

2014.08.29-GC-Effectiveness-Survey-results-for-13.14

2014.08.29-Library-Facility-Update

2014.08.29-Planning-Committee-Crosswalk-Guide

2014.08.29-Proposed-Strategic-Action-Plan-Steering-Committee

2014.08.29-Retreat-recommendations

2014.08.29-Trends-in-Deficiencies-Leading-to-Sanctions

2014.08.29-Budget-Committee-Minutes-8.20.14

Members Present: Kanoe Bandy, Eric Bérubé, Sheri Black, Darcy Bogle, Sharyn Eveland, Bruce Ferguson, Victoria Jacobi, Dr. Dena Maloney, Brock McMurray, Velda Pena, Laura Riss, Sonja Swenson, Tony Thompson, Mark Williams and Brandy Young.

Guests Present: Celia Rangel, Anges J. Eguaras and Sam Aunai

Facilitator: Velda Peña Recorder: Kanoe Bandy Timekeeper: Sheri Black Minutes: Debbie Hegeman

APPROVAL OF MINUTES

The minutes of the meeting held April 11, 2014 were approved by consensus.

NEW POSITION (Sam Aunai/Agnes J. Eguaras)

Information was distributed regarding the new proposed STEM Program Coordinator-Counselor position

(copy attached to official minutes and updated on-line)

• The position will be grant funded.
• This position will be specific to the STEM field of study.
• This position will help with a smooth transition from high school to the college.
• The hope is to help student success in these areas by having a dedicated counselor for the STEM students.
• Currently Rachel serves as the Activities Coordinator for STEM. This new position will be more counselor/coordinator.
• This position was already written into the grants but was never filled.
• This position is not within the non-restricted funds, which is the only area in which the 75-25 and 50% law is calculated.
• This position does not need to go through Academic Senate as long as it is a grant, non-tenure track, position. However, if at the end of the grant, it would have to go through the normal Academic Senate process for funding.

COMMITTEE REPORTS

• Strategic Planning Committee

Eric reported the committee has not met since our last GC meeting although they are continuing to work on the Integrated Plan Model for the Educational Master Plan.

• Budget Committee

Brock reported there is nothing new to report at this time – waiting on the May revise. So far it doesn’t appear there will be a lot of significant changes from the original budget proposal. There are some new funds coming out statewide with strong projections for next year. There may be some one-time funds which may be rolled over to next year. This is contingent upon the information that comes out on the May revise.

• The college budget has been developed and by next week we will know where we stand in this year’s budget. Even though we were asked to build flat budgets in the discretionary accounts, we will most likely be over budget and that will prompt a more in-depth review of where we can cut expenditures.
• The Budget Committee also reviewed the Fiscal Calendar with emphasis on the end of year processing. They should be a great source of information for employees who have questions regarding this process.
• Brock reminded the GC committee that orders must be placed and invoices received by the deadline with merchandise delivered by June 30, 2014.

• Safety Committee
  • Darcy compiled a list of safety accomplishments and improvements (attached and on­line). Highlights included are:
    • Updated phone system with voice alerts and screen alerts.
    • Deployed campus radios.
    • Provided active shooter training.
    • Lock down drill. Identified doors that need manual lock down.
    • Developed a campus safety committee.
    • Developed a safety gram that allows folks to give safety issues to the committee.
    • Maintenance and improvement of camera’s around the dorms.
    • Safety and Security Master Matrix. Helps to coordinate all safety issues on campus.
  • Plans for the future:
    • TIL safety checks for off campus student’s.
    • Continued need for safety personnel during the day.
    • Review and improvement of the Emergency Operations Plan.
    • Training for students, staff and faculty.
    • Follow-up with WESTEC.
  • The Safety committee was approved as a standing committee.

Dr. Maloney thanked Darcy for the work and accomplishments of the committee. She believes that it’s very good that we have this committee which can report back to the GC and the campus. Dr. Maloney asked that we discuss renewing the MOU with the Police Department.

Brock expressed the complexity of the safety issues on college campus. By having the officer on campus there is a connection with all of the other schools and the police department which minimizes risk on our campus.

Q: Has there been any complaints and/or assessment to see if hiring the police officer served the purpose it was intended for.

Dr. Maloney added we need to consider all groups on our campus, ex: children at the child care center, students with developmental disabilities, dorm students, etc. We are surrounded by all schools which have one entrance to their campus. We are open access and what we do may affect those schools around us. She strongly believes this is extremely necessary and believes we must do everything in our power to prevent and coordinate efforts.

Tony suggested the Governance Council faculty members go back to the Senate before we make a recommendation. However, the GC determined it should ask for a vote now. The members felt the divisions were well represented by the Division Chairs on the GC who are also members of Academic Senate and should be able to vote on their behalf.

It was recommended having the police officer on campus was a short term goal accomplishment and the committee should begin long term goals, such as disaster planning.

Student perspective: Felt very good about having an officer on campus and that he brings forward other areas of interest such as Alcohol Awareness.

Consensus: The GC was unanimous in agreeing to extend the contract with the City of Taft for a police officer on campus.

FACILITIES (Brock McMurray)

• Dorm Modernization: This project began construction the first week of November 32013. Phase 1 is approximately 80% completed with Phase 2 scheduled to begin on or about May 26^th with an anticipated completion date of 10/20/14.
• Student Center: The plans are still being reviewed by DSA. He is still hopeful the project will begin during the fourth quarter of 2014.
• STEM project: This project is going to follow the bid process of Lease Leaseback instead of the traditional public bid process. This project will include classrooms, offices and restroom facilities. The buildings are to be located at the east of the Child Care Center.
• Future Project Proposals: We have submitted plans for a Vocational Building to be located where the cafeteria is now.
• Prop 39 – Energy Efficiency: Current project is for new retrofitting lighting in the gymnasium. The paperwork is finalized by the board and the project is underway.
• Gym issues: Roof, sound, panels. All these issues are being reviewed.

TUTORING & PROFESSIONAL DEVELOPMENT SPACE (Mark Williams)

Mark distributed a diagram of the Library redesign proposal. This will address the following issues:

• Centralize and combine the reference and circulation desk.
• Create a classroom for INCO and other classes.
• Move tutor space.
• Remove Children’s Library.
• Assistive Technology Computer – currently not being used.
• Proposed Professional Development room.
• Large meeting area. There is no funding at this point in time. This would be study desk when it is not rearranged for large meeting areas. The intent is to gather the entire faculty, including adjuncts for joint meetings.

Q: Is the large meeting room going to be duplicated in the new Student Center? The answer to this is

yes. The Student Center can house about 200 with large big screens and TV’s.

Concern is the acoustics and the cost of new furniture for maybe 3 more faculty meetings.

EDUCATIONAL MASTER PLAN REVIEW (Dr. Dena Maloney)

• A complete review of the plan was presented. It needs to be noted that this is a broad plan so the areas that specifically had issues will be addressed in the Strategic Planning.
• It was agreed to move this plan forward to the Board after discussing some of the data with those who had questions.

UPDATE OF GOVERNANCE COUNCIL CHARTER (Tony Thompson)

• We worked through the charter but did not approve it until today.
• Eric reminded the committee we need to do an evaluation of GC, the charter and how we are doing. This is to be done annually, so it typically is done at the last meeting. A link will be created in order to allow the committee to do the evaluation.

DEBRIEF OF GOVERNANCE COUNCIL RETREAT (Dr. Dena Maloney and Tony Thompson)

• The notes distributed were from the four phases: Connection, Entry, Progress and Completion
• The list was quite extensive so Dr. Maloney split them into what were actual recommendations and what were suggestions for further research.
• Next step: create the criteria to use for identifying recommendations we should look at and what research we will need to have to evaluate these recommendations.
• There are so many great ideas and recommendations and we need to find ways to narrow our focus.
• There are many things that are already being done as stated by the Learning Support Division. Maybe we can have a report of what we are already doing and then the key is how to access our efforts.
• First next step: What are we doing now?
• Maloney liked the survey that was given at the beginning of the session. There was great consistency in the fact that the group believed we could make change in the 1^st year and about 8% of change in the second year. Great benchmark.
• Sonja announced Bill Devine will replace her on the Governance Council.
• Eric will look at the research categories.
• Student Services will also look at the recommendations.
• Next meeting: Presentations from the Learning Support Division, Eric on the GC evaluation outcomes, discuss the 14/15 meeting schedule and set a date for the 14/15 retreat.

Next Meeting: TBA Facilitator: Laura Riss Time Keeper: Brandy Young Recorder: Mark Williams

Minutes submitted by: Debbie Hegeman

2014.05.09-Campus-Safety-Report

2014.05.09-GC-Charter 2014.05.09-GC-Questionnaire-results

2014.05.09-New-Grant-Proposed-Position

2014.05.09-Proposal-for-Library-Layout-Revision

2014.05.09-Retreat-notes-summarized

2014.05.09-Strategis-Planning-Minutes3.25.14

2014.05.09-GC.Minutes2

2014.04.25-GC-Retreat-Redesign-for-Completion1

Members Present: Kanoe Bandy, Eric Bérubé, Sheri Black, Darcy Bogle, Kamala Carlson, Sharyn Eveland, Bruce Ferguson, Greg Golling, Victoria Jacobi, Dena Maloney, Velda Pena, Sonja Swenson, Mark Williams and Brandy Young.

Facilitator: Darcy Bogle Recorder: Mark Williams Timekeeper: Velda Peña Minutes: Debbie Hegeman

APPROVAL OF MINUTES

The minutes of the meeting held March 28, 2014 were approved by consensus.

COMMITTEE REPORTS

Strategic Planning Committee

Eric reported the SPC has met and will be presenting on the outcome of their meetings today.

Also Dena shared the ACCJC report had been submitted, based on the institution set standards, using the 80% rule.

Budget Committee

Sonja reported the BC met the day before our meeting.

• Brock reviewed the budget timeline and shared information related to our audits.
• The committee reviewed the non-personnel items and identified possible funding sources for each item. The list was compiled and sent to Dena for review. No decisions will be made at this time – the May revise will need to be reviewed as well as the proposed budget requests.
• Also discussed was the email Brock sent out regarding cut-off dates for purchasing which is: 5/23 -purchasing cut-off date; 5/27 -open encumbrance report distributed via email; 6/5 -approval cut-off date; 6/17 – last day to turn in journal entries to the Business office for current year processing; 8/7 – last day for 13/14 invoices and/or journal entries to be processed as accounts payable.
• Budget managers are now receiving monthly budget reports emailed to them on the first of the month.
• Last year the Strata Information Group (SIG) was here for 3 days to review the Business office practices in relationship to Banner. His department has been working to implement the recommendations and Brock feels we are beginning to see the payoff from those recommendations.

INTEGRATED PLANNING MODEL (attached to official minutes and on-line)

Eric distributed the diagram and a narrative describing the diagram. On the diagram, each column represents an academic year and each row represents a process.

• Idea is that each part is synchronized and working together which should make it better to allocate resources because you know what’s coming next – each is designed to work together (e.g. program review => planning process=>…) runs on a 5 to 10 year cycle.
• Integrating annual program review updates and accreditation.
• Course and program SLO assessment tied to program review – combined together
• Comments from the Governance Council:
  • It looks complicated
  • Possible gap – institutional plan has a facilities master plan that should be represented, technology master plan – there are other plans (e.g. equity, safety, budget cycle). Will most likely be reviewed and extended.
  • Q: is this meant to be on the IR website? A possibility, but all of the information in the integrated plan would be on the IR website – how it’s represented will be worked out in the future.
• ISLO – discussed in SPC – Vicki Jacobi offered additional detail
  • [general discussion on how the cycle would work mixed with some Q&A]
    • 6 phases in cycle – (after startup) all phases occur every year
    • Q: single SLO per year – not going to assess in all classes
    • A: yes, have to assess, should be embedded in all classes
    • Q: going over SLO report what pops up is APA style but we use ML A: not an issue to have stylistic different in SLO assessment
    • Q: other program SLO’s showing up A: yes, but can ignore if not applicable
    • Q: what all would be happening within each year? A: see 3rd handout
    • One SLO per year? Yes , but in 6 years, working on all ISLO’s but in different phases
    • Comments – confusing to be at different levels, pros/cons
    • Comments – with new eLumen, don’t have to wade through long list of all SLO’s – can filter.
    • Q: courses we don’t offer are still on the list and impact our percentages toward goal of 100% of courses
    • A: working to either update (through lists provided to Division Chairs) or inactivate
    • Comments think it’s a good idea to focus on one thing
    • Q: when will it (cyclic approach) be shared with faculty?
    • Q: how do programs that are not academic fit in, e.g. athletics
    • A: might want to explore either compressing or accelerating the cycle so that it’s not so long; some parts seem to lend themselves to compressed implementation
• Will take this information to the Academic Senate
• Revisit this information at the next GC meeting

DRAFT DETAILS FOR GOVERNANCE COUNCIL RETREAT (Dena)

• Retreat is in 2 weeks
• The conversation will be from a broad perspective around student success
• Purposes
  • Gain understanding of what we have in place
  • Momentum and milestones
  • ID areas of inquiry – more data – impact not clear
  • Develop recommendations (institution’s research agenda) for next year
  • e.g. what is the difference for students who have an ed plan and those who don’t
• Outcomes
  • Stronger/shared understanding
  • Awareness of existing findings
  • Sense of further research needed to assess student success
  • Recommendations
• There will be a continental breakfast, lunch and afternoon snacks
• What data do we already have:
  • Tons of athletic data
  • New scorecard data
  • Data from tutoring
  • Placement (e.g. multiple measures)
• Measures for Strategic Plan specific to that effort, although they should correspond
• [comment] good breadth, not too narrow
• [comment] set the rules going forward, to gather the data, need to see the hiccups – easier to move a B student to an A, than an F to a C. (e.g. retention – should be better – how can the payment plan be improved which is vital to some students ‘success.
• Retention as an institution – wide issue
• Using the 80% rule on disaggregated data will show the “hiccups”
• Look at material from Rob Johnstone
  • Connection (interest=> application)
    • Services
    • Data we have
    • Data we need
    • Recommendations
  • Entry (enrollment-> completion of “gatekeeper” courses)
  • Progress (Entry into program of study-> 75%)
  • Completion (complete a program of study )
• Don’t have all the data – e.g. enrollment/interest context

Next Meeting:

April 25, 2014 Governance Council Retreat Petroleum Club of Bakersfield 5060 California Ave. 9^th Floor Bakersfield, CA

9:00 a.m. – 4:00 p.m.

Next Regular Meeting:

Friday, May 9^th, 2014 at noon in the Cougar Room

Facilitator: Velda Peña Timekeeper: Sheri Black Recorder: Kanoe Bandy

Submitted by: Debbie Hegeman

2014.04.11-GC.Minutes

2014.04.11-GC-Retreat-Draft1

2014.04.11-Integrated-Planning-Model1