COLLEGE COUNCIL MEETING MINUTES
Nov. 29th, 2007
College Office Board Room
Maryann Anderson, College Council Chair, called the meeting to order at 2:33 PM.
AGENDA ITEM I: APPROVAL OF THE MINUTES OF THE
NOVEMBER 8TH, 2007 MEETING
Rita Gallegos made a motion to approve the minutes of the November 8th, 2007 meeting of College Council. Steve Wells seconded the motion. The minutes were approved as amended.
AGENDA ITEM II: SUBCOMMITTEE REPORTS
A. RESEARCH AND DEVELOPMENT
Rod Farkas asked Ross Donahue to join Council’s discussion regarding 2 proposals and if they should be brought to the Research and Development Subcommittee or another Subcommittee. The first proposal involves the procedure to follow when converting an existing course into a distance learning modality. This procedure does not exist right now and is not a procedure for control, but one that will ensure that all interested parties are well informed. The second proposal involves an emergency staffing procedure for distance learning courses.
Council agreed that these two proposals should be heard by Research and Development. Mr. Farkas will announce the proposals and hold a hearing after the proposals have been developed.
Ibrahim Garbioglu will be talking to the members about Blackboard and registration. And the Subcommittee continues to work on voluntary peer review of distance learning.
B. ACADEMIC PLANNING
Proposed Academic Calendar 2009
Joanne Jeffcoat reported that the Subcommittee met 2 weeks ago.Fran Dice presented the 2009 calendar that she had continued to work on to determine if any accommodation could be made for a day of finals during the summer.
Fran Dice said that in constructing the calendar there are many factors that must be considered. The calendar, which must run from Monday thru Sunday, must include 15 weeks of instruction with a full week of finals. There is a strong sentiment to have a full week of a break during the semester, preferably in the middle, but this is not always possible. There must be time for registration between the Fall and Spring semesters and all SEIU and AFT contractual holidays must be included. There is consideration for how early we start in relationship to other institutions as well as a consideration as to when the public schools start because many of our students are parents.
The Spring 2009 semester starts on January 12th with Martin Luther King Day the following Monday. Spring break is the week preceding Easter, April 6th thru 12th. Classes end May 4th. There is a full week of exams which extend Tuesday to the following Monday. The 13 week session starts on Jan 26th and has the same Spring break. Since the session starts after Martin Luther King Day, there is a reading study day on May 4th with the finals the same days as the 15 week semester.
The 4 week, 6 week and 10week Summer sessions all start on May 18th. There is an 8 week session that starts on June 1st. This is to accommodate high school seniors who might not be available for the May 18th start. Final exams will still be the last day of class. This poses a particular hardship for science classes which may meet from 9-4. Students are tested on material that has just been presented to them and they are taking a final at the end of a long day.
Mike Murphy noted that Commencement is not in the calendar. Fran Dice replied that the Deans of Students set Commencement. Joe Calig reported that the contract for the 2008 Commencement was set 1 week after the 2007 Commencement. It will be held in the Convention Center.
The Fall 2009 semester starts on Aug 17th. There is a full week’s break for Thanksgiving which is November 23rd to 29th. Following Thanksgiving there is 1 week of classes prior to finals. Unfortunately, some students don’t return for the final week of class. Following finals, there is a severe weather/ Make up Exam day. The 13 week term starts Aug 31st and then follows the same schedule as the 15 week semester.
Gail Boyea made a motion to accept the calendar. Joanne Jeffcoat seconded the motion and the motion passed 14 votes in favor and 1 vote opposed.
C. ACADEMIC STANDARDS AND STUDENT AFFAIRS
Toni Carney reported that there were no reports from the Subcommittee. Members are starting to look at the Academic Suspension Policy and contacting benchmark institutions for their policy. There will be 2 hearings on Dec. 6th for the proposal for procedures to establish credit for non-credit work and the placement retesting policy.
Proposal: Stationary Operating Engineers
Judy Savolskis presented the proposal which resulted from collaboration with the Stationary Operating Engineers, Local 95.The Stationary Engineer Certificate Program was approved through governance in Spring 2007. This proposal allows the members of Local 95 to continue beyond the certificate and obtain an Associates Degree thereby giving them a competitive advantage in the marketplace. Ms. Savolskis noted that this is not an apprentice program and is open to the general public if there are seats available. There is employment available for those with this training. The occupation is identified as high priority under Act 46.
This has been a very successful initiative so far with a 167 duplicated head count in the Fall. The Union will pay for skill training; however they do not pay the academic portion. That must come from the student. There is an articulation agreement with the National Labor College in Washington, DC. Students can take courses for $100 per credit and obtain a Bachelor’s degree long distance.
Toni Carney made a motion to accept the proposal. Gail Boyea seconded the motion and the motion passed unanimously.
Proposal: Deletion of Interpreting ASL & English Training Courses
Gretchen Mullin presented the proposal. The Program was deleted in 2004 however the courses remained in the catalog. The American Sign Language Advisory Board has indicated that an Interpreter Training Program is not possible at CCAC at this time. There may be a possibility at a later date of turning the current ASL certificate into an Associates degree, but there is nothing currently on the horizon.
Allysen Todd made a motion to accept the proposal. Rita Gallegos seconded the motion and the motion passed unanimously.
Proposal: Deletion of Computer Numerical Control Programming Specialist Certificate Program (247)
In presenting this proposal, Gretchen Mullin explained that there has been no enrollment for this Program since 2002. It is very expensive to run because software has to be maintained and machinery is needed for students to work on. All Faculty effected have agreed to this proposal. One course, MCT74 which is used in welding will be retained.
Toni Carney made a motion to accept the proposal. Ping’an Wang seconded the motion and the motion passed unanimously.
AGENDA ITEM III: UNFINISHED BUSINESS
Mike Murphy updated Council that there will be 10 new AFT hires that the College is prepared to release. There is a small possibility of more, but for now the number is 10.
AGENDA ITEM IV: NEW BUSINESS
Overview of Schedule 25
Diane Jacobs presented an overview of Schedule 25 to Council. Dr. Murphy had heard complaints regarding Schedule 25 and felt that we would all benefit by understanding it better.
Diane Jacobs explained that Series 25 is 2 pieces of software, R25 and S25. The College started using the software in 2002. Datatel has some room scheduling capabilities but those capabilities are very limited, so we purchased Series 25. There is a team of schedulers at each campus who can access the software allowing only the campus teams to book rooms. It is important that the schedulers be very familiar with their campuses. Prior to using Series 25, there could have been 1 to 10 people on a campus who scheduled rooms. We now schedule 494 spaces, 353 are instructional, 176 general classrooms, 35 of which are e-learning classrooms. In 2006 we managed 9,000 events. Credit classes are created in Datatel and then exported to S25. Noncredit classes and most events are booked by 13 schedulers using R25.
S25 is used twice per term and matches teaching requirements and department preferences with classroom profiles. Rooms are scheduled with these goals in mind:
Maximize room assignment
Maximize features (e.g. extra board space)
Maximize department location preferences
E-learning rooms are scheduled just like any other room. If a faculty member wants an e-learning classroom, that is communicated to the Department Head who communicates that to the Dean so that the request can be a part of the Department preferences. For courses with labs, the labs are assigned first and the classrooms are then assigned by S25.
S25 also has the ability to identify back-to-back teaching assignments so that faculty are able to stay in the same classroom and can talk to students before and after class. The software also looks at the physical needs of faculty. Allysen Todd pointed out that there are about 100 of these identified needs at Allegheny alone.
Timing is very important in this process. Assignments need to be made prior to the final room run. After the final room run the Associate Dean, Department Head and the room scheduler look at the assignments and make adjustments.
Here are some problems that occur:
“Conflict” means that the room is double booking
“Impossible to Fill” are those that have requirements that don’t exist
“Not Placed” are those where we ran out of classrooms (e.g. M,W,F classes)
The College tries to pre-assign as little as possible. The designation “Impossible to Fill” is higher when pre-assignments are higher
A consultant skilled in Schedule 25 looked at our procedures and made the recommendation to Presidents Cabinet that scheduling follow this priority:
Academic, Campus, Student Event
The recommendation was approved by Cabinet. The authority assigned for overriding these priorities is a Sr. VP function.
There is a specific time-line and date commitment for submitting scheduling requests for S25. What has happened historically is that room assignments for credit classes were announced so late that non-credit didn’t know if they could have a room until it is too late to advertise.
We now have unlimited licensing so there are more people who can view what is going on, but the people who are viewing can’t necessarily schedule. There is training for faculty secretaries to be viewers. The Views function would be very beneficial for other staff such as facilities staff, switchboard operators and evening coordinators. The goal is for all room assignments to go through Series 25 including Centers. In the future equipment will also be included.
Joe Calig mentioned that the Master Facilities Plan will allow for revisions based upon data from S25.
The next meeting of Council will be Dec 13th. Toni Carney made a motion to adjourn the meeting. Steve Wells seconded the motion and the motion passed unanimously.
There being no further business, the meeting ended at 4:55 PM.
College Council Secretary