Strategic Planning – Minutes April 1, 2016
Minutes of the Strategic Planning Committee
8:30 a.m. – 10:00 a.m., Friday, April 1, 2016
Café Conference Room
Members Present: Eric Bérubé, Darcy Bogle, Jon Carrithers, Anthony Cordova,
Greg Hawkins, Vicki Jacobi and Mark Williams
Members Absent: Agnes JEguaras
Secretary: Brandy Young
Institutional Effectiveness Partnership Initiative – Indicators – Due June 2016
The IEPI was launched in fall 2014 to help colleges and districts improve their fiscal and operational effectiveness while promoting student success. The IEPI advisory committee provided a framework of recommended indicators. Last year the college selected four:
1. Student Performance and Outcomes: Course Completion Rate of 67.6%
2. Accreditation Status: Fully Reaccredited
3. Fiscal Viability: 20% Fund Balance
4. Compliance with State/Federal Guidelines: Unmodified Audit Opinion with no findings/recommendations regarding internal controls
This year a minimum total of 8 indicators will need to be selected. The Committee reviewed the Framework of Indicators and discussed how to align the indicators with the Strategic Action Plan and what we are currently doing. The recommended 8 indicators are:
1. Student Performance and Outcomes: Course Completion Rate of 67.6%
2. Accreditation Status: Fully Reaccredited
3. Fiscal Viability: 20% Fund Balance
4. Fiscal Viability: Full-Time Equivalent Students
5. Compliance with State/Federal Guidelines: Unmodified Audit Opinion with no findings/recommendations regarding internal controls
6. Compliance with State/Federal Guidelines: Audit Findings – State Compliance and
Federal Compliance.
7. College Choice: Required College Choice: Student Achievement – Unprepared and Basic Skills students – Fall and Spring Semesters
8. Optional College Choice: Self-Identified indicator
Discussion item: Short term and long term goal for the indicators – Short term is one year and long term is 6 years for each of the year two indicators. Example: SAP gain 5% = 1% per year. Need to adopt short term and long term goals for each indicator.
These recommendations will be finalized in detail and presented to the Governance Council, Academic Senate and the Board of Trustees. The indicators are due to the IEPI group by June 15, 2016.
Strategic Action Plan – Overdue Objectives
The Strategic Action Plan objectives are listed out on a calendar that is posted on the IR website. The objectives are listed in numerical order as published in the Strategic Action Plan. Each objective has a due date. If the objective has passed the completion due date an update is needed and will be posted on the Strategic Action Plan calendar. Updates will also be given in Governance Council. Some recommendations were made to address the objectives that are currently overdue:
Re-evaluate the objective and the due date and possibly modify
Provide ongoing documentation on progress of the activity involving the objective
Provide a progress report that can be shared out at Governance Council and posted to the website. The standard form would include these components:
Objective title
Due date
Champions
Status of objective
Anticipated forward movement
If no progress can be made – identify barriers
Progress reports would be due quarterly
After completion of objective provide a summary/report including data, if applicable, along with the final product
Eric will create the form in PDF
It is important that progress reports be completed at least once a semester for every SAP objective. This will be useful for Accreditation evidence. “Provide the story”
SPC will be the body that monitors the progress reports and provides feedback to the Champions
It was recommended that the group of Champions be limited to one individual who will be the sole Champion (facilitator) of the objective – the one person responsible for the reporting
It was recommended that when writing the progress report, the Champion review the Outcomes section of the objective for possible refinement
It was recommended that each objective have an action plan and a backlog of the progress
The SPC will review the progress reports once a semester, compile and provide a full status report with recommendations to the Governance Council
The full status report should be aligned with the budget
Integrated Planning Model – Update on progress
The Integrated Planning Model (IPM) was adopted in 2014. It is published in the Educational Master Plan as well as the Strategic Action Plan. Currently there are some areas of the model that have not been addressed, or the documentation of the progress is not available. It is still the desire that the IPM be an interactive document on the web. Documentation of progress on each IPM section would be linked within the document.
Next Meeting: Special Meeting Date – April 12th at 10:00 a.m. in the Café Conference room