2014 – 2015

AA/SD-CAM

Academic Affairs/Student Development-Communication Advisory Council Meeting

MINUTES 2/12/2015 3:00 – 4:30 P.M. CHEC 135

FACILITATOR Colleen Smith & Sherry Schumann

NOTE TAKER Sarah Densmore

ATTENDEES

Mindi Bailey, Bill Blitt, Terrence Brennan, Brenda Carter, Tiffany Cartwright, Gaye Cooksey, Dani Day, Sheri Eadie, Todd Fields, Wendy Gunderson, Jon Hardesty, Donna Hatch, Gary Hodge, Alicia Huppe, Abe Johnson, Brenda Kihl, Brian Lenhart, Charity Lewallen, Raul Martinez, Mary McRae, Stephanie Meinhardt, Barbara Money, Cameron Neal, Tom Ottinger, Bryan Rasmussen, Sherry Schumann, Colleen Smith, Martha Tolleson, Donald Weasenforth, Torrey West, Doug Willis, Sarah Densmore (Recorder)

Agenda topics DISCUSSION ON COLLIN COLLEGE COUNCILS AND COMMITTEES COLLEEN SMITH

DISCUSSION

Kudos to all, especially during this transition

Administration has not grown from when there were half as many students; know more are needed – talk regarding restructure has been going on since 2011. VP/Ps are developing a plan to support and help Deans – will seek input from Deans, Chairs, and Faculty with different model ideas. Goal is to support the academic structure and the overall picture. Looking at restructuring Councils and Committees – perhaps dissolve CAM and replace it with the AA/SD Council, which will be made up of the SVP and the Chair of each Council. Each Council will determine a Chair, and Chairs will facilitate meetings (but not control them). Ideas need to be discussed from a district-wide point of view rather than focus on a campus. Should council names be changed to reflect the function of the group? Councils are great for communication but need a way to implement the decisions. Perhaps create a Policy/Procedure Council to draft ideas into policies to be presented to LT and the Board?

CONCLUSIONS

Need to ensure communication – post minutes, send out emails, etc.

ACTION ITEMS PERSON RESPONSIBLE DEADLINE

Help allay Faculty fears that Deans and Faculty do not get input! All

Send additional ideas to Sherry Schumann All

ADD/DROP EMAIL TO FACULTY DOUG WILLIS & IT INSTRUCTIONAL COMMITTEE

DISCUSSION

Requesting feedback about sending faculty email notification during the Add/Drop time period – worried about the sheer volume of email possible. Students are receiving notification regarding withdrawals. Faculty WILL receive notification of withdrawal after the census but the ticket is not yet fulfilled. Goal is to ensure that students know they have been dropped from a course and for faculty to be aware as well. Faculty should be able to see adjustments to rosters after the census date. Is notification sent after the 16 week census or after the census for a specific course? At this time, it is the 16 week census date. Will need to define. Are rosters now officially updated on Blackboard? Still some issues – not everything is quite synced. Sometimes faculty have to manually remove students if they are dropped from a class. There is a difference between “withdrawn” and “dropped.” Need clarification from Blackboard as to what happens.

CONCLUSIONS

Accepted - Sending withdrawal notification email to faculty after census

ACTION ITEMS PERSON RESPONSIBLE DEADLINE

Have e-Learning look at the Blackboard issue - don’t want students’ work to be deleted if a student was accidentally dropped from a class Jon Hardesty

VAWA/SAVE STUDENT TRAINING ALICIA HUPPE

DISCUSSION

This training is mandatory for all students. Students were notified after the census date, and only credit students were notified. At this time, 7,217 students have accessed the training and 6,941 holds have been removed due to completion of training. The deadline is February 27 to get the hold removed in time to register for Summer classes. Students must take the training to have the registration hold removed. Training has a 3 question quiz that must be answered correctly but there is some leeway at this time. Mandates are painted with a broad brush – awaiting guidance for whether this training should go to all students (CE, credit, etc.) as well as if it is a one-time training or something to take every semester. Positive impact already – there has been a noticeable increase in the number of students contacting Student Development requesting help. There have been 3 Title IX cases and 15 referrals since the training email was mailed. It’s working – students are getting the information!

CONCLUSIONS

More information will be available after the CASA legislation is passed in the summer

ACTION ITEMS PERSON RESPONSIBLE DEADLINE

Flyers to be posted around campuses and announcements will go out via CougarWeb and CougarMail Student Development

COLLEGE SOURCE FOR THE QEP CHARITY LEWALLEN

DISCUSSION

College Source software is a tool that will help to facilitate the QEP initiative to successfully allow for more integration in degree planning. This software allows for a more customized view and dashboard. Students will be able to look at the full pathway of classes to take each semester, and the view includes check boxes and a pie chart – info is all together and seamless rather than on multiple pages. Software allows for more course forecasting – potentially will be able to see the number of students expected to take a course in upcoming semesters. Software will be drawing the information from Banner. Software just now launching – will take approximately 18 months to fully implement. Timeline allows for 2 years of measurement to collect data to report back to SACS. Need to insure launch will not take place during crucial base funding. Staff, students, faculty, and deans will need to be trained.

System will need to be updated to ensure everything works correctly when degree plans are updated

System allows for drilling down and it will be live – students can put in their work schedule and find classes that are compatible with their availability, and then can register in the same system. Students can look at future schedules and only look up courses within their degree plan Possible issue – need to change the way courses are planned, moving to Fall, Spring, Summer rather than five semesters per year? Be more consistent in planning? Need broad, college-wide decision in catalog? Some classes only meet every other year. Need to make sure classes are offered if they are required to finish a certificate! Each program is different with different requirements and not all students are able to get into the program (i.e. health science programs) – need to code in the prerequisite requirements – need information on priorities

CONCLUSIONS

Departments may be contacted to provide information on what classes are required for certificates

Training will take place around availability of departments; will get back to the group with more information as it becomes available

ACTION ITEMS PERSON RESPONSIBLE DEADLINE

Please share this information with others All

REPORTS – FACULTY COUNCIL BRYAN RASMUSSEN

DISCUSSION

Meeting on February 13 to generate enthusiasm and involvement for the Presidential candidate Q&A sessions; Hoping to have a Q&A session with the Board candidates in April

CONCLUSIONS

ACTION ITEMS PERSON RESPONSIBLE DEADLINE

REPORTS – CURRICULUM ADVISORY BOARD TOM OTTINGER

DISCUSSION

The proposal from CAB to expand CAB membership has been reviewed by the Deans, who found it acceptable. Its purpose is to provide representation for all departments, based on restructuring of both Collin College instructional departments and core curriculum. Plan is to have seven (7) additional CAB members as of Fall 2015. The proposal is to have 20 voting positions and four (4) non-voting positions. New membership positions include – creative arts, government/political science, nursing, non-core Academic at Large, SCC at Large, PRC at Large, and CPC at Large

CONCLUSIONS

ACTION ITEMS PERSON RESPONSIBLE DEADLINE

None at this time

REPORTS – COUNCIL ON EXCELLENCE MINDI BAILEY

DISCUSSION

Question regarding Temporary FT Faculty – should the temporary year count towards the multi-year contract process or should it not? Divided issue – pros and cons either way. Can’t receive nominations without the multi-year contract but many faculty are struggling to get up to speed, especially when hired in the middle of a semester. The state doesn’t count it as a year of service if they start late. Want faculty to succeed and not set them up for failure. Should Temp FT faculty have the option to either go for one more one-year (that wouldn’t count against them toward the cap of 5 one-year contracts) or to apply for a multi-year contract? Should SOBI training count towards Service on the multi-year contract? Certified InKognito “At-Risk” Online Training – does this need to be taken in tandem with SOBI training for it to count? What is the service aspect? Helps serve the school in the classroom. Perhaps include this training as part of the New Faculty Academy? If a faculty member is denied a multi-year contract and is placed on a one-year contract and then approved for a multi-year contract upon completion of that one-year contract, the faculty member must re-apply for one more multi-year contract at the end of that contract period before being eligible for a contract extension – it has been approved by CoE membership and they are pushing forward for higher approval February 27 is the deadline for Outstanding Faculty nominations; lots of students asking if their professors are eligible, so CoE checks and responds, sending AF nominations to Deans. Could the ballots go directly to the VP/P offices and CoE pick them up from there? There have been issues in the past resulting from receiving late ballots due to inner campus mail.

CoE travel funds remaining: $89,494

CONCLUSIONS

Temp FT Faculty discussion should go to several groups to be reviewed

SOBI training counts as professional development

Maybe create a Rookie of the Year award for FT one-year contract faculty? Deans could pick the winner. This award provides encouragement for new faculty and a consistent message to students to tell Collin about their outstanding professors. Multi-year contract workshops are scheduled – the first one will be April 24th, and summer workshops will be held on June 26th and July 31st.

ACTION ITEMS PERSON RESPONSIBLE DEADLINE

REPORTS – CORE OBJECTIVES ASSESSMENT TEAM CAMERON NEAL

DISCUSSION

The new COAT co-chairs are Nichole Gross and Mike McConachie

Question – after the student artifacts are evaluated, who disseminates the information?

CONCLUSIONS

COAT is working on a process to get departmental improvement plans better communicated to responsible deans. A committee is being formed to recommend a process.

ACTION ITEMS PERSON RESPONSIBLE DEADLINE

Form committee to create process for departmental improvement plans Cameron Neal, COAT

INSTRUCTIONAL TECHNOLOGY COMMITTEE JON HARDESTY

DISCUSSION

CougarWeb updates provided a back-door entry into Blackboard; IT working on a plan to archive information for 3 years for roster certification purposes Faculty interested in Learning Catalytics using cell phones need to let ATNS know a semester in advance to ensure the wireless network is set up and able to handle it Most faculty are using frontpage for their faculty websites but it has not been supported for 11 years; all sites were built independently and may not be ADA compliant; there is discussion of moving to a common interface – e-Learning Center can help faculty set up their faculty webpages and has a help sheet to make sure they are ADA compliant

CONCLUSIONS

ACTION ITEMS PERSON RESPONSIBLE DEADLINE

Send new faculty to Ann Blackman to help with faculty websites (but not all at once!) Deans

Councils:Colliri College defines Councils as those groups whose primary charge is to consider andmake recommendations regarding broad policy issues in their respective areas of focus.Faculty Council — President elected by Faculty annuallyStudent Development Deans Council — Chair: VP Student DevelopmentAcademic Planning/Advising Council — Chair: QEP DirectorAcademic Deans Council — Chair: appointed annuallyAcademic Support Council — Chair: appointed annuallyHonors Council — Chair: appointed annuallyCouncil on Excellence — Chair: elected by Faculty annuallyCurriculum Advisory Board — Chair: elected by CAB Faculty annuallyPlanning and Effectiveness Council — Chair: VP Academic and Workforce DevelopmentProvosts Council — Chair: elected annuallyAll College Council — Chair: elected annuallyDistrict AA/SD Council — Chair: Sr. VPLeadership Team (Executive Council) — Chair alternates

Standing Committees:Standing Committees are either elected or appointed groups who are charged withconsidering such topics as appeals, functional applications, and district-wide operationalissues and tasks.Academic Progress Appeals CommitteeAdministrative Technology CommitteeBanner Maintenance CommitteeCalendar CommitteeCore Objectives Assessment Team (COAT)Discipline Appeals CommitteeData Standards and Quality Assurance CommitteeFinancial Aid Appeals CommitteeGrade Appeal BoardInstitutional Review BoardInstructional Technology CommitteeLearning Communities CommitteeOnline Advisory BoardRefund Petition CommitteeScholarship CommitteeStrategies of Behavioral Intervention (SOBI)Student Activity Fee Advisory Committee (SAFAC)Workforce Education Steering Committee

Ad hoc Committees and Task Forces:

Ad hoc Committees and Task Forces are charged with carrying out a specific task or project or

implementing an initiative. These groups do not generally extend beyond completion of the

assigned task or charter.Quality Enhancement Plan Team

Sabbatical Committee

SACS Steering Committees and Writing Teams

Strategic Planning Steering Committee and Goal Teams

Study Grant Task Force

Search Committees:

Search Committees are generally comprised of faculty members with responsibility for

interviewing and providing substantive input on hiring recommendations for open faculty and

administrative positions. Responsibility for the final employment recommendation rests with

the hiring supervisor, leadership team member(s) and College District President, with final

approval by the Board of Trustees.

February 2015

Proposal for Voting Membership and Liaison Positions for the Curriculum Advisory Board

1. The CAB subcommittee on membership recommends the following voting positions, starting in Fall2015

1. American History

2. Business and Computer Systems

3. Communication

4. Creative Arts — Academic

5. Creative Arts - Workforce

6. Developmental Education Division

7. Engineering/Engineering Technology

8. Government/Political Science (NEW)

9. Health Sciences

10. Language, Philosophy and Culture

11. Life and Physical Sciences

12. Non-Core Academic at Large (NEW)

13. Mathematics

14, Nursing (NEW)

15. Physical Education

16. Social and Behavioral Sciences

17. Workforce at Large

18. 5CC at large (NEW)

19. PRC at large (NEW)

20. CPC at large (NEW)

i. The campus at large members will represent the broad curricular interests of thecampus they represent. They do not specifically represent a particular academic orworkforce area.

2. The CAB subcommittee on membership recommends the following non-voting liaison positions beadded to CAB, starting in Fall 2015:

1. A liaison from the Online Advisory Board (OAB)

2. A liaison from the Core Objectives Assessment Team (COAT)

3. A liaison from Continuing Education and Workforce Development4. A liaison from Faculty Council

1

3. The CAB subcommittee on membership recommends the following appointment procedures, to begin

Spring 2015.

a. During the Spring semester of each academic year, the Associate Dean of Institutional

Effectiveness (currently Kathleen Fenton) will alert the Deans on all campuses that new CAB

voting members need to be recommended by requesting the item be added to the agenda for

one of the monthly Deans meeting. The Associate Dean of Institutional Effectiveness will

indicate which of the nineteen voting positions needs to be appointed and the Deans will discuss

faculty recommendations at their monthly meeting. They will decide who to recommend and

notify the Associate Dean of Institutional Effectiveness no later than May of each academic year.

b. Equitable campus and Dean representation of voting members on CAB will be maintained by the

Deans, in accordance with the voting positions outlined in section 1.

i. If noticeable inequities in campus, Dean or faculty representation occur, the members

of CAB and the Office of Institutional Effectiveness may bring this to the attention of the

Deans and request a change be made.

c. Non-voting liaison positions will be appointed and maintained by the particular office or

committee they represent.

d. New CAB members will begin their terms at the August CAB meeting each year.

4. The CAB subcommittee on membership recommends the following CAB Chair transition procedures, to

begin FaIl 2015.

a. If the term of the current chair of the CAB is ending (they are rotating off the Board), and there

are no other continuing members with previous chair experience, the current chair will be

retained on CAB as a non-voting member for a period of up to one academic year (with the

actual period of service being mutually agreed upon by the current chair and the chair-elect).

2

Membership Positions Rotating for FaIl 2015

1. Developmental Education

2. Business and Computer Systems

3. Physical Education

4. Language, Philosophy, and Culture

5. Health Sciences

a. Note: Diane Schull will become the Nursing representative

New Membership Positions for FaIl 2015

1. Creative Arts — 1 position (Tom Ottinger will need to be assigned as either Academic or Workforce)2. Government/Political Science

3. Nursing

a. Note: Currently Diane Schull represents Health Sciences. As she is a Professor of Nursing, shewould continue her term (which ends after the 2015-2016 year) as the Nursing Representative.A new representative for Nursing will not need to be chosen until Spring 2016.

4. Non-core Academic at Large

5. 5CC at Large

6. PRC at Large

7. CPCatLarge

3

Area -

Recommending Dean(s)

American History Brenda Carter (CPC)

Wendy Gunderson (PRC)

Gary Hodge (SCC)

Business and Computer Systems Bill Blitt (PRC)

Communication Brenda CarterWendy Gunderson

Gary Hodge

Don Weasenforth (SCC)

Creative Arts Gaye Cooksey (5CC)

Developmental Education Division Jim Barko (5CC)

Engineering/Engineering Technology John Hardesty (PRC)

Government/Political Science Brenda Carter

Wendy Gunderson

Gary Hodge

Health Sciences Abe Johnson (CPC)

Language, Philosophy, and Culture Brenda Carter

Wendy Gunderson

Don Weasenforth

Life and Physical Sciences Brenda Carter

Jon Hardesty

Abe Johnson

Cameron Neal (SCC)

Non-Core Academic at Large All Deans of Academic Areas

Mathematics Brenda Carter

ion Hardesty

Cameron Neal

Nursing Donna Hatch (CPC)

Physical Education Abe Johnson

Social and Behavioral Sciences Brenda Carter

Wendy Gunderson

Gary Hodge

Workforce at Large All Deans of Workforce Programs

SCC at Large All SCC Deans

PRC at Large All PRC Deans

CPC at Large All CPC Deans

4

Curriculum Advisory Board

Membership List 2014-2015

Member Title Area Office Extension I Email

Clark-Miller Knati, PhD — ChairSocial and

2011-2012 2012-2013 Professor— Sociology Behavioral 5535Sciences SCC — A261 D

kcmiller@collin.edu2013-2014 2014-2015 2015-2016

Bell, Ellen, MSProfessor — Developmental

Developmental 5587Mathematics Education PRC — LH118ebell@collin.edu2012-2013 2013-2014 2014-2015

Benavides, Robert, MAProfessor — Computer Science Business and 5061

SCC— K129A2012-2013 2013-2014 2014-2015 Computer rbenavides@collin.eduSystems

Brierley, Pete, MSEngineering!

Professor — Computer Networking Engineering 16862011-2012 2012-2013 2013-2014Technology Technology PRC — H230E pgbrierley@collin.edu

brierley.peter@gmail.com2014-2015 2015-2016 2016-2017

Byrnes, Kerry, PhDProfessor — Speech Communication 5073

SCC - C1532013-2014 2014-2015 2015-2016 kbyrnes@collin.edu

Endley, Seema, PhDProfessor — Biology Life and 6898CPC — B305G2014-2015 2015-2016 2016-2017 Physical sendley@collin.edu

Sciences

Gruver, Cynthia, JDProfessor — Legal Assistant Workforce at 5747

PRC — L2322013-2014 2014-2015 2015-2016 Large cgruver@collin.edu

Ottinger, Tom, BFACreative Arts

2008-2009 2009-2010 )10-2011Professor — Communication

5089Design SCC—K129C2011-2012 2012-2013 2013-2014 tottinger©collin.edu

2014-2015 2015-2016 2016-2017

Piazza, Barry, PhDProfessor — Mathematics Mathematics 5127

SCC— H2132013-2014 2014-2015 2015-2016 bpiazza@collin.edu

Putnam, Kelly, MSPhysical

2009-2010 2010-2011 2011-2012 Professor— Physical Education Education 1753PRC — L230

kputnam@collin.edu2012-2013 2013-2014 2014-2015

5

Schull, Diane, RN, PhDProfessor - Nursing Nursing 6629

CPC -83132013-2014 2014-2015 2015-2016 dschull@collin.edu

Walker, Da?e, PhD -

_________-

Professor — Humanities and Language, 5129

2012-2013 2013-2014 2014-2015Philosophy Philosophy, sccJ218

dwalker@collin.eduCulture

Weiland, David, PhDProfessor — History American 5948

2014-2015 2015-2016 2016-2017 History 5CC — L21 4dweiland@collin.edu

Creative ArtsTBC

TBD Government)PoliticalScience

TBD HealthSciences

TBD Non-coreAcademic atLarge

TBD SCC at Large

TBD PRC at Large

TBD CPC at Large

Ex Officio Members

Hardesty, Jon, PhD

Dean — Science, Technology, 1725Deans’ LiaisonEngineering and Mathematics PRC — J140

jhardesty@collinedu(STEM)

2012-2013 2013-2014 2014-2015

Malone, Dad

6618Institutional Research Liaison Coordinator — Institutional CHEC — 44dmalone@coIiin.eduResearch Reports

Spring 2014 2014-2015 2015-2016

Quezada, Lily

6876Student Development Liaison Associate Registrar / SIS CPC — Dli 8-Dlquezada@collin.eduCoordinator

Spring 2015 2015-2016

Advisory Members

Associate Dean — Institutional JIFenton, Kathleen, PhD

Effectiveness CHEC — 205kfenton@collin.edu

6

Coordinator of Curriculum3862Murph, Karen

Institutional Effectiveness CHEC — 204kmurphcoIlin.edu

Coordinator of Curriculum— 3763Stone, Vickie

Institutional Effectiveness CHEC — 206vstone@collin.edu

7