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ACADEMIC SENATE MEETING SUMMARY
08/24/09 Room 223 3:00-5:00 p.m.
Present:
Christina Goff, Michael Norris, Ginny Richards, Clint Ryan, Alex Sample, Mark Lewis, Brendan Brown, Judy Bank, Cindy McGrath, Mara Landers, Scott Cabral, Nancy Bachmann, Cathy McCaughey, Colleen Ralston, John Henry, Estelle Davi, Clayton Smith, Janice Townsend
Topic/ActivitySummary/Actions Taken1Call to Order2Public CommentGinny Richards spoke on behalf of Frances Moy regarding major cuts in Disabled Students Programs and Services (DSPS). The DSPS specialized tutoring has been completely cut and Frances is asking faculty to help as much as possible with testing accommodations. DSPS students will now only be accessing tutoring through campus tutoring services. The Hi-Tech Center is still open but staff are not able to do overtime. 3Senate Announcements & ReportsAnnouncements
Parking Meters in Staff spaces in lot B: Faculty are asking for confirmation if staff can park in these meters or the meters are strictly visitor spaces only. Michael will look into it and have a response by next meeting.
There are two At-Large Senate representatives coming up for election later this semester. The Occupational Education At-Large representative position, currently held by Phil Gottlieb, and the Adjunct Counseling Faculty representative position, currently held by Lydia Macy. More information coming soon.
There have been no committee or council meetings held yet this semester consequently there are no Senate Reports at this time.4,5Approval of previous minutes
Agenda reading and approvalMinutes approved with two corrections: (14-0-0)
Add John Henrys name to the list of attendees at the May 4, 2009 Senate meeting.
Item #10 under Suggestions, Proposed Changes and Comments in the first bullet, change the last sentence to read: The word hybrid would mean any class that meets in person and on campus for less than 100% but more than 0% of the time.
Agenda approved with no corrections (14-0-0)6New Distance Education Position Paper Second Reading
(See Handouts)Review of Handouts
The existing Distance Education Position Paper titled Position Paper for Online Instruction at Ӱɴý dated 03/05/04.
The proposed new Distance Education Position Paper titled Position Paper for Distance Education at Ӱɴý dated April 2009.
State Definitions Ӱɴý Definitions
100% - Online 100% - Online
Hybrid
51%
50% - Partially Online
1% 1%
0% - Traditional 0% - Traditional
Definitions
The State defines 100%-51% as Online, 50%-1% as Partially Online (which would need an Online Supplement to accompany the Course Outline of Record (COORS), and 0% as Traditional.
Ӱɴý defines 100% as Online, 99%-1% as Hybrid (which would need an Online Supplement to accompany the COORS), and 0% as Traditional.
In order to clarify face-to-face contact hours for students, in the Ӱɴý Schedule of Classes if a class is between 99% and 1% it will be listed as Hybrid. Then the student would be aware that they will have to come to the campus for class meeting(s) at some point during the course. If a course is 100% online and there are no face-to-face contact hours it will be listed in the Ӱɴý Schedule of Classes as Online.
The Process
Since 2004 the current process has been that an Online Advisory Committee (composed of a 3 member subcommittee of the Online Committee) would review the COORS online supplements and then approve the supplement, approve it with changes or not approve it at all. After approval of the supplement, the next step would be the GE Committee, then the appropriate Dean, then Curriculum Committee.
The New Distance Education Position Paper has changed this process significantly. The Online Advisory Committee has been eliminated. Faculty specializing in both online instruction and current COOR standards will be recruited as coaches for faculty who may need assistance in completing Online Supplements. Coaching for online supplements is optional but encouraged. The Online Supplements are now submitted to the Distance Education Committee. The D. E. faculty members will review and recommend the supplement for approval or not. The D.E. Committee would then forward the approved supplement to the G.E. Committee; the next step is the Dean, then the Curriculum Committee.
Changes to section Process for Completely or Partially Online Course Approval
In item #1 change the first sentence to read, Distance Education Committee members will recruit faculty to be available to assist other faculty in developing the Online Supplement to the Course Outline of Record.
In item #2 change the first sentence to read, Faculty wishing to have new course or new sections of existing courses that meet the Title 5 definition of online or partially online will may work with these assistants or coaches to complete the Online Supplement.
Suggestions
The Distance Education Committee produce a Coaching Notebook or a list of suggested guidelines for assisting or reviewing the Online Supplements. Clayton Smith stated that he would take that suggestion to the next D.E. Committee meeting.
Motion is moved, seconded and passed to approve the new Position Paper for Distance Education at Ӱɴý with the changes to items #1 and #2. (14-0-0)7Appointments
DGC Representative
2 Management Hiring CommitteesDGC Representative Appointments
There are currently 1-2 representative positions open to any Ӱɴý full-time faculty member on the District Governance Council (DGC). Tess Caldwell and Frances Moy are currently contemplating whether or not they would like to be considered for those positions.
Hiring Committee for the CCCC District CFO Vice Chancellor
One Ӱɴý full-time faculty member is needed for the committee. This selection should be made within the next 1-2 weeks.
Hiring Committee for Interim Director of Business Services (Bill Dalrymple is currently the Acting Director of Business Services)
Michael Norris and Mara Landers have both volunteered to be on the committee. Confirmed (15-0-0)8Faculty Input for BudgetBackground and Outline
There is a special DGC district budget workshop led by Kindrid Murillo scheduled for 8/25/09 from 1 3 p.m. Kindrid will present the up-to-date material on the budget. The DGC is the budget/finance committee for the District and should have some input into the budget.
There will be a DGC meeting also on 8/25/09 to talk about the District Budget and possible ways to change the DGC financial decision making process.
CCCCD Budget
Million
08-09
One time property tax short -1.1
Ongoing retro apportionment -1.1
Reserve covered deficit: 08-09 -2.2
09-10
One time property tax short -1.4
Enrollment fee reduction -0.5
Ongoing apportionment -3.1
One time apportionment -1.1
Ongoing student fee backfill +1.8
Net reduction: 09-10 -4.3
Protected categorical -3.0
Un-protected categorical -4.2
Total deficit: 09-10 -11.5
Reserves
State Mandated-5% reserve +8.0
2.5% Board reserve +4.0
2.5% One-time reserve +4.0
Undesignated +8.6-10.0
Total Reserves +24-26.0
Comments, Questions and Suggestions
Why does the District need to have reserves that are so far over the amount mandated by the state?
How much of the reserves is the Chancellor of CCCCD willing to use to cover the deficits? Information from other meetings indicate the Chancellor is willing to cover half of the net reduction which would be about $2.1 million. Some of the categorical cuts will be covered by service reductions. The rest of the cuts may be covered by reducing operating budgets, (i.e. printing, copying, etc.) How can the operating budgets be reduced when there are more students enrolled than before? Again, were being asked to do more with less.
If the reserves are set aside for a time of need, many individuals would agree were experiencing a time of need now, why arent we using more reserves? What is a reserve for if not to use in time of need? The $26 million in reserve appears to be a lot of money to hold on to.
Suggestion: to make projections on how the economy in this area, will affect the CCCCD Budget next year and the year after. If we can accurately project that economy will get worse, then there is a need to hold onto the reserve funds. If we can project that it will get better, then we should utilize the reserve funds so our deficit is not so drastic. In response: all indications are that the budget will get even worse next year.
The main question seems to be, what is the purpose of all this reserve and what are the guidelines/recommendations for using it?
Another comment is that if things get worse the District may be using this reserve money to prevent layoffs, 7% take-backs, etc.
Comment: our obligation is to our community and our students, and to preserve their access to as many services and classes as possible. Using the reserve for these goal, then we are not serving our community or our students as well as we could be. One suggestion: use all of the undesignated amount ($8.6-10.0 million) to aid in covering our deficit, which would still leave $8 million above the state mandated reserve amount.
Conclusion
Michael stated that he will bring the concerns, questions, and comments to the DGC meeting regarding the Budget and process. He also stated that he will keep the Senate informed of updates and new information regarding the Budget.9Equal Employment Opportunity Plan Faculty Input
(see Handout:
Summary of Draft)History and Goal
The revision of Equal Employment Opportunity Plan (EEOP) has been in process since Fall 2007. The EEOP Committee was recommended to review and revise the document as a whole and then forward the revised plan to the district Senates. The revised document was ready for review in May 2009, at which time we could not place the item on the agenda. The EEOP Committee has postponed it until now when the Senate is able to review it. They would like the EEOP completed by October 2009.
Michael has created a Summary of the Draft of the EEOP after reading the document. The UF has also been contacted for comments/suggestions.
The goal of this discussion is to give Michael some general feedback as to what the Senate thinks about the major concepts behind this document.
Feedback
Concern: is some of the items in the document may not be legal, (i.e. screening for representation on monitored groups).
Concern: minimum qualifications require Masters Degree and may limit the qualified applicants available for consideration.
Concern: What will be done if there is not the right numbers in the right categories (i.e. will the process be stopped, etc.)? How do we get representation of the diversity in our community and students into the District or Ӱɴý?
If the hiring process is derailed by this EEOP then how does that affect Box 2A?
Concern: it seems like the process can be stopped at any point, that there may be interference with the District Hiring Committees and possibly superseding Department guidelines in regards to who is selected for the screening and hiring committees.
Suggestion: increase advertising to recruit a more diverse pool of applicants and to reach a larger group of individuals.
Recommendation: throughout the document when referring to gender, not mention the terms men or women.
Michael stated that he would take the feedback to the EEOP Committee.10Enrollment Management (See Handout-Canceled Classes)History and Discussion
Since July 1, 2009 there are approximately 55 course sections that have been cut and by all estimates, there are about 75-80 that will need to be cut in the Spring 2010 semester.
Over the years, the Spring semesters have offered more sections than the Fall semesters. Recommendation: offer a balanced number of sections for both spring and fall semesters (by cutting 75-80 classes in the Spring 2010 semester a similar number of sections would be offered in both fall & spring).
Question: why are we cutting classes when there is $26 million in the reserve funds?
Concern: priority of courses being cut might target elective classes or non-Core Curriculum classes, thus sending students elsewhere to complete these requirements or interests.
Usually what determines a class being cancelled is low enrollment. What determines low enrollment in this budget environment? A three unit course with 18-20 students would more than pay for the instructor. If the course would be profitable then why not keep the course.
Question: how the decisions are made on the amount of hours/units and in which departments they are asked to be cut, and why?
Suggestion: to revisit the topic of Block Scheduling as an aid in budget crisis and planning.11Adjournment
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