Orange Coast College Academic Senate Meeting Minutes February 6, 2018, 11:30 a.m. to 12:30 p.m., Faculty House I. Call to Order: President Gordon called the meeting to order at 11:32 AM. A. Senate Members in Attendance: (See Voting Tallies Chart at the end of these minutes for arrival times and voting records.) Carol Barnes, Counseling Senator; Jamie Blair, Senator at Large; Cameron Brown, Kinesiology and Athletics Senator; Eric Budwig, Part-time Senator; Eric Cuellar, Senator at Large; John Dale, Library Senator; Rendell Drew, Senator-at-Large; Cynthia Ely, Part-Time Senator; President Lee Gordon, Senator at Large; Agatha Ibranossian, Visual and Performing Arts Senator; Darryl Isaac, Consumer Health Sciences Senator; Secretary Marilyn Kennedy, Literature and Languages Senator, PDI Chair; Doug Lloyd, Math and Sciences Senator; ASOCC Student Senator, Jeanne Neil, Business and Computing Senator; Clyde Phillips, Student Services Senator; Irini Rickerson, Senator at Large; Brent Rudmann, Social and Behavioral Sciences Senator; Vice-President Loren Sachs, Senator at Large; Will Thai, Part-Time Senator. B. Senate Members in Absence: Anna Hanlon, Curriculum Chair; Kelly Holt, Senator at Large; Jesse Lopez, Associated Students of Orange Coast College. C. Members of the Public in Attendance: Kevin Ballinger, Bob Fey, Tara Giblin, Dennis Harkins, Larissa Nazarenko, Scott Mitchell, Madjid Niroumand, Rich Pagel, John Taylor. II. Approval of the Agenda: Motion 1: VP Sachs moved to approve; seconded; approved unanimously. III. Public Comments: Kevin Balllinger, Madjid Niroumand, Clyde Phillips, John Taylor IV. Approval of the Minutes: Motion 2: VP Sachs moved to approve the minutes for January 30 with minor corrections; motion seconded; motion passed unanimously. V. Consent Calendar: Motion 3: VP Sachs moved to approved the Consent Calendar; motion seconded; motion passed unanimously. A. Dance Hiring Committee Revision: Dean, Larissa Nazarenko; faculty; Jose Costas Faculty; faculty, Amelie Hunter; faculty, Martie Ramm Engle (Replacing OCC s Linda Sohl-Ellison). VI. Officer, Senator, and Committee Reports: A. Senate President Report and Announcements: President Lee Gordon reported that two faculty volunteered to join the College Budget Committee and two faculty volunteered to join the Coast Faculty Colleague of the Year Selection Committee. OCC Academic Senate Minutes 1
He noted that during stabilization the District borrows from summer enrollment. New legislation, if it passes, may impede that strategy. President Gordon requested that Dean John Taylor provide a Flex Day update for the rest of the President s time. Dean Taylor debuted the Flex Day Information Page on the OCC Portal. Proposals for workshops can be accepted through February 6. Separate memorandums for full-time and part-time faculty were distributed to employees regarding participation, clarifying the differing full- and parttime faculty obligations. Part-time faculty who regularly have a scheduled class on Thursday have an obligation to attend Flex Day for the equivalent amount of time they would be teaching on Thursday. Full- time faculty have a six-hour obligation. Attendance forms will be distributed that are mandatory to complete. Presenters receive double-time credit for their presentation time. Extra flex hours from the fall may be used towards the spring. State law mandates attendance or make-up. --A senator stated that we need more faculty on the Flex Committee and then asked about this being mandatory and not an absence, as some other campuses with Flex allow absences. Additionally, faculty are not required to make-up other mandatory or required days, such as missed teaching days. A repeated request was made to the Flex Coordinator to send over or provide the law stating this mandatory rule as the Senate needs to see that. Dean Taylor stated he will send the statement from the State about absences. Make-up details will be posted on the Flex Committee website, if needed. If not made up the requirement for that instance is deferred but still needs to be made up or it will count as an unpaid absence. If the absence is linked to 1) maternity, 2) a qualified long-term medical leave, or 3) sabbatical then participation is waived and no make-up is required. In response to an inquiry he suggested for any events not included in the three items noted above the faculty should speak to their deans. B. PDI Committee: PDI Chair Kennedy provided a brief update on the funding for conferences and Alternative Methods/Professional Improvement stipends. PDI received a partial report and now have $5,000.00 more but have not yet received the Alternative Methods/ Professional Improvement stipend funding updates. Faculty who have applied for conference funding will be contacted with updates. C. International Multicultural Committee: Senator Rendell Drew stated he will confer with the E-Board for direction on vetting the new membership for the committee, as the IMC has already discussed their membership with a few participatory governance committees and will be on the agenda for College Council soon. OCC Academic Senate Minutes 2
VII. Unfinished Business: A. Senate Goals for Spring 2018: The Senate discussed as a group and briefly proposed possible goals/topics for spring 2018: Review of the revisions for the Student Code of Conduct Academic freedom on campus Flex transparency about rules for faculty and explanations/justifications Senate officers jobs descriptions and discussion by officers of their leadership duties Update on pending legislation regarding stabilization and data reporting Recouping student connection and engagement Teaching our students critical thinking skills for the future OCC marketing strategies related to Guided Pathways and to help fill course offerings. Student mental health and strategies for identification of problems Election schedules for the Senate Ongoing active shooter education VP Sachs noted that senators are welcome to add to the goals and if interested in leading the discussion for any of these listed please let the E- Board know as soon as possible. B. Results of Executive Board Meeting Discussion from Jan. 30, 2018 VP Sachs reviewed the list of items discussed at E-Board last week listed on the agenda and President Gordon explained that the DSPS Counselor position was clarified as noted on the agenda. If a fourth person is requested by the hiring committee, the E-Board has also pre-approved a fourth faculty member in advance. For the DSPS Director Hiring Committee, there are two faculty openings, so a new request will go out for faculty to serve on that committee. Secretary Kennedy reported that the E-Board as a whole, along with VPI Kevin Ballinger, had reviewed the Board of Trustees policy regarding adding a fourth member to a faculty hiring search committee; the policy requires the committee to meet first and request that fourth person. Therefore, the Senate will be working on a policy clarifying how faculty can request a fourth member in case a committee might ask for a fourth faculty member, in order to lessen delays. A senator noted that her division has many faculty who step up for their faculty hiring search committees early on, so they elect four faculty volunteers and prioritize them based on the number of votes each received. The fourth person is then listed as an alternate and submitted to the Senate that way for pre-approval. OCC Academic Senate Minutes 3
VIII. New Business: President Gordon noted that the language is specific in Board Policy for three faculty to be selected prior to the committee meeting, but a department or division can identify a fourth faculty member as an alternate in anticipation that a fourth may be requested by the committee after it meets. A. Standard IV.A Draft Document: Dean Tara Giblin reminded senators that Standard IV.A is about how decisions are made using a shared governance philosophy, ensuring that all constituents can participate in improvement initiatives, college planning, and decision-making. The site visit for accreditation is scheduled for next year so preparation of the draft selfevaluation document is underway now. The draft is being prepared in teams as a collaborative effort; the collaborators are seeking evidence and examples. Dean Giblin is seeking Senate input on the latest draft. She reviewed the summary of key points. She provided an example that the Decision Making Document (DMD) reflects the purpose and guidelines for all constituencies. The mission statement revision was a campus-wide activity and may be used as an example of a campus-wide process for a collectively made decision. The document includes campus roles for all administrators, faculty, staff, and students. One area of improvement needed and noted was communication of decisions made in committees. Since the document is twenty pages she provided a list of questions to help facilitate thinking about various processes on the campus. The document contains information in many places on the Academic Senate and its purview. VPI Ballinger noted that this vetting process of standards will happen in many constituencies where the standard applies across campus. Before spring break the standards will be combined into one draft, probably by late April. The Senate can provide some feedback now within the framework of the standards. When the combined standard draft is developed the Senate can monitor that process and provide input along the way. --A senator suggested that the document should be brought to divisions with sections related to faculty roles to obtain feedback from faculty. --Another senator requested that it should be sent to the appropriate committees to allow them enough lead time to plan for reviewing the draft documents as they become available. --Senators noted that the diagram below the Planning Committee Structure section is missing the Academic Senate notation below the Board of Trustees and that the District Chancellor was notated twice and it should reflect the Academic Senate in the purple box below the Board of Trustees. OCC Academic Senate Minutes 4
B. Resolution of Committee Member/Task Force Volunteer Selection Process# S 2018-1, Draft First Reading: Senator Kennedy presented the first reading of the resolution and provided some clarifications and explanations about the resolution. The committee appointment process has been too last-minute from some constituencies, conflicting with shared governance processes and the Brown Act that the Senate is required to follow; additionally, transparency is desired to clarify to administrators, staff, and faculty what the guidelines and timelines are. Formalizing a policy and providing adequate time will help communicate the processes and promote collaboration and understanding since the fedora/lottery system does not always yield the faculty needed to serve nor account for the needs of some committees needing specific expertise. In response to a question, Senator Kennedy noted that special skills would be self-reported, not judged by the Senate. VP Sachs noted that in Section III. B, this concern is clearly addressed. In response to a concern about a specific call that renders no volunteers, Senator Kennedy noted that the call could be broadened by the Chair for more general faculty to serve. If there are more volunteers than positions open then a list will be kept with an expiration date of faculty available to serve; the policy will also include an intersession pool. VP Sachs noted that for off-contract service in the current contract the faculty are eligible to be paid if selected to serve on a committee. A senator asked about contingency plans for requests submitted in less than the twenty-one days stipulated. Senator Kennedy will revise the policy and bring it back to the Senate for review. The goal is for everyone to work together and provide input to help create a transparent policy. IX. For The Good of the Order: A. Senator Neil reported on the T.I.E.S Teaching Internship with Experienced Support mentorship program she is participating in this year. She has a mentee who is attending her course, observing, taking notes, and lecturing two twentyminute sessions. Senator Neil is helping her mentee to meet her goals to develop in-classroom teaching skills so she may teach in a physical classroom, not online. Senator Neil reported it as a fun experience and she encouraged faculty to get involved. X. Adjournment: President Gordon adjourned the meeting at 12:29 PM. Approval of the Minutes: February 13, 2018 RECORDER & SENATE SECRETARY: Senate Staff Aide, Allison Paine, official recorder for first draft and posting of the final Senate-approved minutes (received from Senate Secretary) to OCC Senate website and portal sites. Senate Secretary, Marilyn Kennedy, revision of the first draft and Senate-approved revisions. Distribution of final version to Chancellor, Board of Trustees members and secretary, union presidents, GWC and Coastline Academic Senate presidents, OCC College President and faculty as per OCC Senate bylaws. OCC Academic Senate Minutes 5
Motion 1: Agenda Motion 2: 1-30-2018 Minutes Motion 3: Consent Calendar Voting Tallies Chart Senate Membership Aye Aye Aye Barnes, Carol: Counseling Senator (2015-2018) l Aye Aye Aye Blair, Jamie: Senator-at-Large (2016-2018) Aye Aye Aye Brown Cameron: Athletics & Kinesiology Senator: (2017-2020) Aye Aye Absent Budwig, Eric, Part-Time Senator-at-Large (2017-2018) Aye Aye Aye Cuellar, Eric: Senator-at-Large (2016-2018) Aye Aye Aye Dale, John: Library Senator (2017-2020) Aye Aye Aye Drew, Rendell: Senator-at-Large (2016-2019) Absent Absent Aye Ely, Cynthia: Part-Time Senator (2017-2018) 11:45 arrival Aye Aye Aye Gordon, Lee: Senator-at-Large (2016-2019) --- --- --- Hanlon, Anna: Curriculum Chair (Non-Voting) Aye Aye Aye Holt, Kelly Senator-at-Large (2017-2020) Absent Aye Aye Ibranossian, Agatha: Visual & Performing Arts Senator (2015-2018) 11:37 arrival Aye Aye Aye Isaac, Darryl: Consumer & Health Sciences Senator (2017-2020) Aye Aye Aye Kennedy, Marilyn: Lit & Lang Senator, PDI Chair (2017-2020) Aye Aye Aye Lloyd, Douglas Math & Sciences Senator (2017-2020) --- --- --- Lopez, Jesse Associated Students Rep. (Non-Voting) Absent Absent Aye Neil, Jeanne: Business & Computing Senator (2016-2019) 11:45 arrival Aye Aye Aye Phillips, Clyde: Student Services Senator (2017-2020) Aye Aye Aye Rickerson, Irini: Senator-at-Large (2015-2018) Aye Aye Aye Rudmann, Brent: Social & Behavioral Sciences Senator (2017-2020) Aye Aye Aye Sachs, Loren: Senator-at-Large (2016-2019) Aye Aye Aye Thai, Will Part-Time Senator (2017-2018) Technology Senator Vacant (2017-2020) Senator-at-Large: Vacant (2017-2020) Senator-at-Large: Vacant (2017-2020) OCC Academic Senate Minutes 6