10:30 a.m. to 12:00 p.m.

Friday, May 3, 2019

Cougar Room

Members present: Vicki Jacobi, Sharyn Eveland, Marty Morales, Windy Martinez, Deb Daniels, Curt Belcher, Leslie Minor and Severo Balason

Members absent: Greg Golling and Tori Furman

Secretary: Brandy Young

Approval of Minutes – March 29, 2019
Minutes were approved without changes.

Update – Student Equity Plan – Due June 30

The Access and Student Success committees will continue the work on the Student Equity Plan.  Severo distributed the Student Equity Plan template and gave an overview of the work that has been completed to date. Severo stated that the metrics would once again be updated and that the template might change. The committee discussed the strategies that will be used to capture all of the DI groups and how it relates back to the previous Equity Plan. The consensus is that this new plan will be much more manageable. The plan is on schedule to be submitted on time without an extension.

Local Vision for Success Goals
The VfS template has been completed and approved by the Governance Council. It will be Board Approved on May 8^th. The due date for this is May 31^st. It will be submitted on time.

Accreditation Steering Committee Retreat

The “planning to plan” retreat is scheduled for May 10^th. The committee will review the timeline, and discuss the roles and responsibilities of the ASC Chairs and subcommittee members. Marty has been working with Amar to develop MindView, which will be used as the visual repository tool for the ISER process. They are building the infrastructure and securities needed for version control. One Drive will also be used. Training will be provided to ASC members on the use of MindView and One Drive as the work flow and work space tools. The process will begin with exploring available evidence to support the writing of the ISER. The evidence will be housed in One Drive. Once evidence has been identified, the actual writing of the document and linkage of evidence may be housed in a different onsite location, controlled by a single person.

The structure of the retreat will be as follows:

1. Overarching Timeline for ISER (send out electronically)
2. Themes
3. Roles and Responsibilities/timeline for workflow (send out ASC membership list electronically)
4. Training (white board activity with sticky notes – Sharyn Eveland)
5. ISER Development Guide (send electronically)

Other key points of discussion:

• It was decided that NVivo will not be used. Subcommittees may want to use it as a tool. Themes have already been identified in the ACCJC crosswalk.
• Identifying the evidence will be very important; train subcommittees on understanding how the ISER team reviews the evidence.
• Make sure we have a structure in place so that subcommittee chairs and members have direction on what their work is.
• Identify what we will need for the training of the ASC members/and subcommittee members in order to show them and explain to them what they will be doing.

The next SPC meeting will be on September 6th at 10:30 a.m. in the Cougar Room.

Respectfully submitted by:  Brandy Young

Friday, May 3, 2019

10:30 a.m. to 12:00 p.m.

Cougar Room

1. Approval of Minutes – March 29, 2019

2. Update – Severo Balason
   * Student Equity Plan – Due June 30

3. Local Vision for Success Goals
   * Final Draft for submission to NOVA – Due May 31

4. Accreditation Steering Committee – Retreat May 10th
   * Final details

5. Next Meeting – September 6th at 10:30 a.m. to 12:00 p.m.

SPC_Agenda_2019-5-3

10:30 a.m. to 12:00 p.m.

Friday, March 29, 2019

Cougar Room

Members present: Vicki Jacobi, Sharyn Eveland, Marty Morales, Tori Furman, Greg Golling, Jessica Grimes, Amanda Bauer, and Severo Balason

Members absent: Windy Martinez

Guest: Leslie Minor, Amar Abbott and Geoffrey Dyer

Secretary: Brandy Young

Approval of Minutes – March 8, 2019
Minutes were approved without changes.

Governance Council Sub-Committee Annual Review
Brandy gave an update on the review process. Each year sub-committees of the Governance Council perform a self-evaluation. A peer review also takes place. Brandy will reach out for volunteers of sub-committee members to perform the peer review. This will take place during the month of April and be shared out with the sub-committees in May prior to the end of the semester.

Brief Update – SEA Program Data/Local Vision for Success Goal #5 and NOVA
Severo attended a conference where he learned many colleges are complaining to the Chancellor’s Office regarding the Student Success Metrics data and the SEA data. Colleges have been told to not use the SSM data but to instead use the reports from Data on Demand (SEA data). Severo expressed concern over the upcoming deadline to submit the Student Equity Report. He stated that many colleges are still unsure of which data to use to identify the disproportionally impacted students that will drive the goal setting process for the Student Equity Plan and the Local Vision for Success Goal #5. Marty reviewed the SEA report that the Chancellor’s office has provided via Data on Demand. Marty pointed out the inconsistencies within the data set. Severo stated that a letter was sent from the Chief Student Services Officers Executive Board to the Chancellor’s office that will hopefully prompt an updated data file and explanations of how the data were calculated to provide clarity.

Mind View Presentation – Amar Abbott

Amar provided a demonstration to the committee. This tool will be used to form the sub-structure of the work to be done by the ASC and the subcommittees. The tool has the capability to house evidence and document work.

Accreditation Steering Committee – Retreat – Sharyn Eveland

The SPC accreditation themed retreat was rescheduled in order to provide more time for planning. The focus of the retreat will be to establish the roles and responsibilities of the Steering Committee members and their sub-committees and to design the process behind adding and storing evidence.  Sub-committees will be formed in August. Sharyn shared a couple of ideas on how to structure the retreat. One way would be to have the retreat first and do the framing, organization and general vision. From that – piece out the writing of the document to individual members and provide a common storage site for evidence and identify who will be responsible for this site. Someone will need to write up a comprehensive format of the roles and responsibilities after they have been identified (a note taker).

Key points for structure – prep work discussion for retreat

Phases of this process:

1. SPC would identify locations and sources of evidence and create a holding space for anything related to the ISER.
2. Provide access to Chairs of the sub-committees so that they don’t have to find evidence during the writing
3. Provide evidence first, provide training on how to “look at” evidence and then write the “story”
4. Sharyn will provide the NVivo data – identify themes
5. MindView will be used along with creating a large repository for all evidence; possibly OneDrive combined with MindMap
6. The retreat is scheduled for May 10^th from 9:30 to 12 and can reconvene after Governance Council if needed.
7. Planning to Plan – make decision on how to identify and label the data elements that will be used in the ISER
8. Make decisions about what types of storage or access information will be provided to the sub-committees
9. Decide if we want to use the NVivo data for the sub-committees to do their work so that there is consistency
10. Decide what the specific roles of the Chairs will be and give them guidance on what the rules will be for their members. For example, how to label evidence
11. The training will happen in August for the subcommittee Chairs and the ASC
12. Decide if we are going to provide incremental training or do it all at once

The next SPC meeting will be on May 3rd at 10:30 a.m. in the Cougar Room.

Respectfully submitted by:  Brandy Young

SPC Minutes – 2019-03-29

Friday, March 29, 2019

10:30 a.m. to 12:00 p.m.

Cougar Room

1. Approval of Minutes – March 8, 2019

2. Governance Council Sub-Committee Annual Review (5 min)

3. Brief Update – Marty Morales and Severo Balason
   * SEA Program data/Local Vision for Success Goal #5/NOVA

4. Mind View Presentation – Amar Abbott (11:15 a.m.)

5. Accreditation Steering Committee – Retreat?
   * Roles and Responsibilities Activity – Sharyn Eveland

6. Next Meeting – May 3^rd at 10:30 a.m. to 12:00 p.m.
   * The committee may meet over the month of April as needed.

 SPC_Agenda_2019-3-29

SPC Minutes – 2019-03-8

Friday, March 8, 2019

9:30 a.m. to 11:30 a.m.

Counseling Center Conference Room

1. Approval of Minutes – February 8, 2019

2. Vision for Success – Process

3. Accreditation Steering Committee – Roles and Responsibilities

4. Next Meeting – April 5^th at 10:30 a.m. to 12:00 p.m.

 SPC_Agenda_2019-3-8

9:30 a.m. to 11:00 a.m.

Friday, February 8, 2019

Counseling Center Conference Room

Members present:  Vicki Jacobi, Sharyn Eveland, Marty Morales, Tori Furman, Greg Golling, Jessica Grimes, and Julie Marty-Pearson

Members absent: Amanda Bauer, Windy Martinez and Severo Balason

Secretary: Brandy Young

Approval of Minutes – January 10, 2019
Minutes were approved with the following changes:

• In the Accreditation Steering Committee Membership list, correct Tori’s title to Career Development Counselor and add CTE to Jessica’s title.

Planning Guide
Sharyn is still making edits to the document. Vicki is still working on her piece. The guide will be a living document. The name has been changed to Taft College Timelines, Responsibilities, and Institutional Plans, “TC TRIP.” There are still more pieces to be added. Will bring to the Governance Council in March. It is important to note that the guide will be updated as needed.

ACCJC Training – Quick Recap
Julie gave a brief overview of the training that was held on January 25^th.

Accreditation Steering Committee (ASC) Membership and Timeline
Julie reviewed the two handouts: 1. Accreditation Steering Committee and 2. Tentative Timeline and Process for 2021 ISER. Amanda Bauer was not included in the original steering committee document and will be added. Add Amar Abbott’s title: High Tech Center Access Specialist. The ASC Secretary has yet to be decided. Julie and Dr. Daniels will be co-chairs of the ASC. Julie asked for suggestions. Suggestions are:

• Add a Counseling rep
• Add Brandy Young as ASC Secretary
• The new VPI may want to sit on SPC and the ASC. We will need to confirm with her when she starts. The Interim Dean of Instruction position will be added to the subcommittee list if the VPI joins SPC
• Sharyn will be the new Academic Senate President in fall 2019
• Remove Vicki Jacobi as co-chair of Standard I. She will be a member of a subcommittee

The Committee discussed the development of the timeline and the ASC. There was much discussion on how the subcommittees should be formed. It was recommended that we choose a small group that is represented by each constituent, Classified, Management and Faculty to be on a subcommittee and identify resources (individuals with specific information to assist).

• Identify the Chair, the subcommittee members and the related resources
• Define the roles of the Chairs, Subcommittees and resources
• Define the sequence of activity of the subcommittee, ie., evidence collection
• Activities should be sequenced to go with the overall plan to address the standards
• The Chairs should understand the sequence of activities that take place, designate time for those activities to occur with deadlines
• A “retreat like” meeting will be scheduled so that accreditation themes can be identified
• Sources of evidence will be identified to support the thematic pieces
• Use Vicki’s SLO template
• This information will be shared with Chairs and subcommittees to identify gaps
• Form subcommittees in fall 2019, train them on documentation strategies
• Organizational tools for evidence repository – MindView and Trello?
• Use Nvivo for qualitative and quantitative analysis tool – for Standards thematic data
• Roles and responsibilities will be discussed at the March 8^th meeting
• Theme Retreat scheduled for March 29^th 9 a.m. to 2 p.m.
• Present information to the Governance Council in May and give continuous updates as needed

Program Review and Strategic Action Plan Alignment

The committee will begin the discussion on possibly revising the program review process. Many people have expressed an interest in going to a 2 or 3 year comprehensive process and continue with an annual update of goals. (Not necessarily create new goals each year). The issue is measuring improvement in such a short time period. The funding timeline is a factor as well. This item will be discussed at the March or April meeting and go to Governance Council for review.

The next SPC meeting will be on March 8th at 9:30 a.m. in the Counseling Center Conference Room.

Respectfully submitted by:  Brandy Young
                                                                                                                                                                                                                                                    SPC Minutes – 2019-02-8

2. Planning Guide – Brief update on completion of final draft
– Sharyn’s edits
– Vicki – Instructional Plan
– Governance Council review date – March?

3. ACCJC Training – Quick Recap

4. Accreditation Steering Committee Membership and Timeline
– Subcommittee and Structure
– Approve timeline and send to Governance Council

5. Program Review and Strategic Action Plan Alignment
– Review process and update timeline
– SPC 2018/19 Goal – Identify actions and responsible parties behind the new Strategic Action Plan metrics.

6. Next Meeting – March 1st or March 8th

SPC_Agenda_2019-2-8

9:00 a.m. to 10:00 a.m.

Thursday, January 10, 2019

Counseling Center Conference Room

Members present:  Severo Balason, Amanda Bauer, Deb Daniels, Sharyn Eveland, Vicki Jacobi, Tori Furman, Greg Golling, Jessica Grimes, and Windy Martinez

Members absent: Julie Marty-Pearson

Guest: Curt Belcher and Geoffrey Dyer

Secretary and Classified Representative: Brandy Young

Approval of Minutes – December 7, 2018 – Minutes approved without changes.

Planning Guide

The Planning Guide is nearing completion. Severo will provide Sharyn with the new SEA Plan. Vicki is still working on the Instruction Plan. The committee will review the completed Guide at the February meeting and send forward to the Governance Council for review and approval. This conversation revealed that we should have a Board Policy and Administrative Procedure for updating the Mission and Vision statements. This will be an item suggested at the January Governance Council committee updates.

Accreditation Steering Committee Membership

• Review 2015 ASC and subcommittee membership lists
  • The Committee reviewed the old membership lists. The ASC membership will be finalized after the January 25^th The training participants invited are as follows:

• Julie Marty-Pearson Executive Dir. IR
• Brandy Young Learning Outcomes Tech/CSEA
• Vicki Jacobi Academic Senate VP/SLO Coord./Faculty
• Geoffrey Dyer Academic Senate Pres./Faculty
• Windy Martinez Dean of SS
• Greg Golling Faculty/Science Department
• Severo Balason             VPSS
• Deb Daniels Superintendent/Pres
• Tori Furman Career Development Counselor/Faculty
• Jessica Grimes Interim Dean of Instruction/CTE
• Sharyn Eveland Faculty/Social Services Department
• Brock McMurray EVP Admin Services
• Heather Meason Executive Dir. HR
• Andy Prestage Executive Dir. IT
• Amar Abbot                           High Tech Center Access Specialist
• Amanda Bauer Executive Dir. Fiscal Services
• Adam Bledsoe Director Distance Learning
• CSEA Rep. Possibly Greg Hawkins or Jeanene Robertson

• Review old timeline in preparation for ISER training – Jan. 25
  • The committee discussed the direction and emphasis ACCJC will focus on. We will need to focus on providing evidence that we are actually doing what we say we are doing; following Board Policies and Administrative Procedures.
  • Sharyn stated that we are going to focus on gathering evidence and keep our story short.
  • Vicki suggested that we research other schools who have recently gone through their ISER. ACCJC actions are posted in mid-January. We should look at schools who were re-accredited without negative recommendations.
  • The Committee will be able to devise a clear plan after the January 25^th training agenda has been made available.

Other

• Annual Program Review
  • Geoffrey briefly discussed the newly adopted practice (two years in a row) of reviewing APRs and goal forms at Governance Council during the month of February. The purpose of this practice is to evaluate and ensure goals, which are funded at some level, are actually improving the metrics outlined in the APR. This practice was developed in order to meet the ACCJC recommendation.
  • Sharyn pointed out the process or analysis is broken up into two parts: 1. Metrics – tying it back and 2. Process – does it work? The timeline seems to be the issue.
  • This process will be discussed at the January 18^th Governance Council meeting
• Chancellor’s Office Vision for Success
  • Geoffrey asked the Committee to please keep in mind the Chancellor’s Office Vision for Success. This topic will be a future agenda item for discussion to ensure we are following all guidelines and meeting all deadlines.

The next SPC meeting will be on February 8th at 9:30 a.m. in the Counseling Center Conference Room.

Respectfully submitted by:  Brandy Young
                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                           SPC Minutes – 2019-01-10

Thursday, January 10, 2019

9:00 a.m. to 10:30 a.m.

Counseling Center Conference Room

1. Approval of Minutes – December 7, 2018

2. Planning Guide – Brief update on completion of final draft
   • Sharyn’s edits
   • Vicki – Instructional Plan
   • Governance Council review date – February?

3. Accreditation Steering Committee Membership
   • Review 2015 ASC and subcommittee membership lists
   • Review old timeline in preparation for ISER training on January 25

4. February 7^th meeting agenda

SPC_Agenda_2019-1-10