Note: The District Newsletter is intended to share updates from various participatory District-wide decision-making groups, Board Policies and Administrative Procedures, updates from Cabinet, District Services (Educational Planning, Fiscal Services, Information Technology, M&O, and Human Resources), and excerpts from the Chancellor’s monthly Board Reports.
District Consultation & Coordination Council (DC3)
DC3 met on November 5, 2019, to review the draft November 14, 2019, Board Agenda. As part of that review, Chief Technology Officer Devin Crosby reviewed the draft presentation on new technology modules for student self-service for the Board’s November 14, 2019, meeting. Other topics at the meeting included the following:
- Identifying goals for 2019-20
- Revisions to the Student Code of Conduct
- Reviewing Administrative Procedure (AP) 3050 Institutional Code of Ethics
Read more on these topics in the minutes from that meeting.
DC3 meets monthly on the Tuesday before the second Thursday of each month, the day of the monthly Regular Board meeting. Next month’s meeting is scheduled for December 3, 2019 from 3:00-5:00 in the District Board Room.
2019-2020 District Handbook
The 2019-20 District Handbook is available on the District’s website. The handbook provides information on governance; district-level committees and councils; integrated planning, budgeting and evaluation processes; organizational reporting structures; and more. We publish an annual handbook, which is updated throughout the year so it reflects the more current information.
District Colleges Academic Senates Leadership Committee (DCAS)
October 18, 2019 Special DCAS Meeting:
DCAS approved revisions to AP 3710, AP 4222, AP 4230, and AP 5120 (see the Board Policies and Administrative Procedures section of this newsletter for details). AP 3750, Use of Copyrighted material was moved to Category 2.
DCAS gave provisional approval for a new district-level committee called College/District Leadership of Academic and Student Services (CLASS). The committee serves as a body for the district and colleges to plan, coordinate and communicate regarding matters relevant to Academic and Student Services that have a district-wide impact, with the purpose of improving student outcomes and closing equity gaps. The Charter is available in the 2019-20 District Handbook.
An update on the eLumen project was presented to DCAS. Due to unforeseen delays, the roll out has been pushed back to summer 2020. As a result, a curriculum moratorium is unlikely for the spring semester. The Curriculum Management Work Group will decide on a timeline that works for them.
DCAS discussed the Department of Education Program Review Report for WCC Financial Aid and the need to be in compliance with all findings by December 6, 2019. The addition of the FW grade to AP 4230 should resolve the requirement to document the student’s last date of attendance.
In October, the Chancellor’s Cabinet reviewed the Board’s draft agenda and discussed any presentations or questions with regard to agenda items. Cabinet worked on its Team Charter through the month that will focus on differentiating roles and working together as a team, setting priorities, goals, and norms/expectations for working together and holding each other accountable. Cabinet is also monitoring progress on the Follow-Up Reports for ACCJC Recommendations due to the Commission in February 2020.
The Chancellor’s Report is on the District’s website each month.
Education and Planning
The District Accreditation Team (DAT) met on October 10, 2019 and discussed the timeline, report format, evidence, and the initial District draft follow-up report. Following the meeting the DAT SharePoint folder was set up to house the district-wide evidence. Both college writing teams have access to the SharePoint folder.
District Services and College writing team participants were invited to join the Chancellor’s Cabinet meeting on October 29 for further review of the District draft and to discuss the steps taken to improve the evaluation process and identify next steps. As part of the review, participants provided feedback on the automated notification and tracking process and the draft Evaluation Policy and Process document for supervisors. Following the Chancellor’s Cabinet meeting, participant feedback was incorporated in the draft follow-up report and disseminated to the college writing teams on Thursday, October 31. The next step will be for the colleges to write their portion of the Follow-Up Report and present a first full draft to the Academic Senate by December 2019.
Accreditation Follow-Up Report Timeline:
- September 2019 – District-wide writing team (DAT) established
- November 2019 – All Standard Evidence and Narrative Completed
- December 2019 – First Full Draft Completed
- December 6, 2019: WCC Academic Senate – 1st Read
- January 2020 – College Level Completion and Approval
- January 16, 2020: YC Academic Senate – 1st Read
- January 23, 2020: YC Academic Senate – 2nd Read
- January 24, 2020: WCC Academic Senate – 2nd Read
- February 4, 2020 – District Review and Approval
- February 13, 2020 – Final Report Presentation to YCCD BOT
- March 2, 2020 – Due to ACCJC
Adobe Licensing Changes
Adobe has changed their licensing model from serialized licensing to named user licensing. This change affects individuals as well as lab installations of Adobe software. In 2018, the campus purchased a site license under the Foundation for California Community Colleges (FCCC) agreement that allows faculty and staff to utilize Adobe software without having purchase individual licensing.
Beginning November 30, 2019 individuals may begin receiving notification through application pop-ups informing them that they must upgrade their licenses. Anyone receiving these on their District provided computer equipment should contact the Helpdesk at x6981 or firstname.lastname@example.org to request a named user license.
Spring Lab Requests
Reminder that the deadline for requesting updates or changes to software deployed in District computer labs is fast approaching on November 15th. Please notify your Deans of any requested changes.
Resale Book Deadline
The deadline for new and updated Resale books for the 2020 Spring Semester will be November 29, 2019. Please submit updated files in PDF format and send via email to email@example.com. Be sure to include the book title and number of instructor copies in your request. Please remember to submit your print order to the bookstore; we cannot print student copies until we receive the bookstore purchase order.
Program Development & Grant Writing
In order to procure grants, an organization must clearly articulate its “story” to potential funding or granting agencies – including mission, goals, objectives and outcomes. The grant application must successfully outline a well thought out “program” that will be implemented if the funding is received.
Successful program development and grant writing includes:
- Identifying specific objectives and outcomes for new program development or enhancement.
- Outlining how the new program will be delivered.
- Identifying the human and operating resources required to fund the program.
- How outcomes will be measured.
- How the program will be sustained beyond the immediate grant funding.
The Grant Research and Development Department (GRDD) is available to support your institutional grants planning activities. For more information on the planning process, please contact Tonya Mack by email at firstname.lastname@example.org.
Board Policies and Administrative Procedures
Below are recent updates for Board Policies and Administrative Procedures
Revised – Minor Changes:
Summary of Changes: This AP was revised to add 17 U.S. Code Section 201 as a legal reference.
Summary of Changes: This AP was revised to add legal language related to AB 705 to maximize a student’s chance of entering and completing transfer-level math and English within one year.
Summary of Changes: This AP was revised to add transfer path requirements for each articulated baccalaureate major as an additional component of the transfer plan.
Revised – Substantive Changes:
Summary of Changes: This AP was revised to add the “FW” grade to resolve the Financial Aid audit finding in Summer 2019, to clarify that “NP” grades will be considered in probation and dismissal procedures, and to add Title 5 Section 55022 as a legal reference.
The “FW” grade and requirement to enter the last date of attendance is effective for the end of the fall 2019 grading period. Instructions will be added to Grades section of the Academic Employee Handbook.
Summary of Changes: This AP was revised to add 34 Code of Federal Regulations 668.1838 as a legal reference and to add required language readmitting service members with a military leave of absence with the same academic status as when the student last attended the college.
The Student Code of Conduct was recently updated by DC3 to incorporate required information to bring us in compliance with Department of Education. Additional updates are planned for spring 2020. If you have suggested revisions, please send the proposed language to your College Vice President.
Summary of Changes: This revision is made to address Federal Student Aid Program Review findings related to 1) drug and alcohol prevention and 2) unauthorized distribution of copyrighted material. Section 11, Items 17 and 25 have been revised to resolve some of the compliance findings.