Research and Planning Commission (RPC) Meeting Minutes

Research and Planning Commission (RPC) Meeting Minutes Spring 2014 at Spokane Falls Community College (building 30 – 2nd floor) Wed. June 25 – Fri. June 27, 2014

Number of participants attending the meeting: 46 Number of colleges/institutions represented over the 3 days: 28 Bates Technical College Grays Harbor College Skagit Valley College Bellevue College Green River Community College South Puget Sound Community Big Bend Community College Lake Washington Institute of College Centralia College Technology Spokane Community College Clark College Lower Columbia College Spokane Falls Community College Columbia Basin College Peninsula College Tacoma Community College Community Colleges of Spokane Pierce College Walla Walla Community College Edmonds Community College Renton Technical College Wenatchee Valley College Everett Community College Seattle Central College Whatcom Community College Shoreline Community College Yakima Valley Community College Ex Officio: SBCTC Day 1 – Wed. June 25, 2014 2:30 – 3:30 pm – New member training (by Evan Picton and Starr Bernhardt) 2:30 – 3:30 pm – ctcLink tools: PS-Query and OBIA technical discussion by Mark Macias and Bryan Waldo Reviewed the following components of WebLogic Security… 1. OBIEE 11g Security Management – this is where the users will be set up and assigned into roles that will then be used in PSQuery and OBIEE. a. WebLogic Server b. Fusion Middleware Control c. OBIEE 2. OBIEE (a dash boarding environment where Tableau graphics can be posted) – This is the Oracle reporting tool so to speak. This is where we will build out our reports and dashboards...like Tableau but much more robust. Refer to the attached “OBIEE 11g Security Management” hand-out.

4:00 – 5:00 pm – SAI discussion with non-corrections colleges (Tina Bloomer, SBCTC) Tina asked the group, what are we able to do with SA cohorts?  CBC likes the cohorts; changed completion and retention indicators to SA cohorts, using SA cohorts for veteran tracking; SA cohorts are larger, and therefore more useful, than IPEDS; initially it was difficult to get people, except dev. ed. folks, on campus to pay attention to SAI, but now advisor portal shows the points each student earns; they created a visual that shows how SAI, accreditation indicators, strategic plan indicators, etc. are interrelated  Renton – link “kind of student”  SVC – “kind of student” doesn’t work for them  xxx college – strategic plan; look at 45 points to completion within a year; look at students who returned and made progress; love the SAI data set  Ty - look at where student starts (i.e., dev. ed) and where they end up at the end of year – use it as a basis for intrusive advising; will use it for the strategic plan; may use the SAI funding and redistributing it to programs (within strategic plan)  the allocation has been about 1% of the money and may be up to 10%  Yakima using SA for TRIO students, highly recommend taking math; TRIO students earn dev ed and first college course faster, but not 15 and 30 college-level courses because they are taking their math sequence first, retention rates are 25% higher for TRIO students vs non-TRIO students; are implementing a directed schedule in fall; will have mandatory advising at 30 credits; include as a core theme indicator the percent of students who make momentum in a year  there are two 45 points – one for academic transfer and one for prof-tech;  education about SA – would like new up-to-date information on the SBCTC website; Ty offered to provide his way of communicating how a hypothetical student who starts in adult basic education earns points along the way as a presentation at the next RPC meeting. Those attending the session all thought that would be very helpful.  the problem about points per student is that it distorts part-time students

4:00 – 5:00 pm – SAI discussion with corrections colleges (Darby Kaikkonen) The corrections colleges met to talk about the recent decision to use SAI metrics to allocate a small portion of the DOC budget. DOC students will not be included in the overall SAI, but will exist in a separate table to be used for the funding metrics of total points less completions, completions, and points per student. The colleges are tasked with reviewing their intent coding for the purpose of ensuring proper alignment with the criteria for points per student. The funding will be based on 2013-14 final points.

2 Day 2 – Thurs. June 26, 2014

7:00 – 8:30 pm – breakfast (at the hotel)

8:30 – 8:45 pm – Welcome by Jim Brady, Dean of Math, Computing, etc. (SFCC)

8:45-9:00 am – Welcome by Chris Johnson (president of RPC): Welcome, updated contact lists, introductions

9:00-10:00 am – IPEDs introduction, background, general uses – by Patty James and Jen Tuia Reviewed the history, sources of concern, criteria and interdependencies (fall enrollment), action steps to date, proposed new methodology highlights, IPEDS survey results, and talking points. Do we want to continue to work on IPEDs methodology? Yes (we will add it to our work plan) See the attached presentation.

10:30-12:30 pm – ctcLink project status and update and FirstLink colleges – transition process for researchers in ctcLink – by Dick Hol (Community Colleges of Spokane ctcLink project manager) Reviewed preparation as a FirstLink site (go Lean, local budget commitment, project team, communication strategies, change management, data conversion was extremely time- consuming), CCS current activities and priorities at FirstLink colleges (data conversion, supporting systems, reporting, security administration, user acceptance testing, review business processes), go live planning next steps (data conversion, training, reporting, user acceptance testing, security, sandbox, SME and functional analyst, payroll processing, gateway CMS training, job scheduling, post go live support, database structure, potential go live dates), ctcLink database and reporting environment design. Dick encouraged everyone to access the ctcLink SharePoint site. See the attached presentation.

12:30 – 1:00 pm – lunch

1:00 – 2:45 pm – Committee meetings on work plan, etc.

Accreditation committee: See Friday committee reports.

Performance and Outcomes committee: See Friday committee reports.

Data Quality and Technology (formerly Data Stewards Committee and Collaboration & Technology Committee committee): See Friday committee reports.

Communications committee: See Friday committee reports.

3 – 4 pm – Perspective of best practices – follow up – by Maureen Pettitt (SVC)

3 What do we mean by best practices? Created a frame-work for best practices implemented on campuses (this was a request from presidents, e.g., early alert systems, what’s the evidence that this approach is effective?). Two pieces to this document: (1) implementation and (2) evaluation. The members divided into smaller groups and provided Maureen with suggestions and feedback. See the attached documents/hand-outs.

5 – 7 pm – Planetarium and reception (optional)

4 Day 3 – Fri. June 27, 2014 8:30 – 10:30 am Business meeting Call to order (president) Roll call (secretary) – 12 colleges were absent (Bellingham Technical College, Cascadia Community College, Clark College, Clover Park Community College, Highline Community College, North Seattle Community College, Olympic College, Renton Technical College, Shoreline Community College, South Seattle Community College, Walla Walla Community College, Yakima Valley Community College) Winter 2014 RPC meeting minutes were approved (secretary). Treasurer’s report (Starr Bernhardt): 46 members attended the RPC 2014 spring meeting. Total revenue was $3,450. The cost of food services for the winter meeting was estimated to be $2,000. No travel grants were requested for the spring meeting. Estimated total net change was estimated to be $1,450 following the spring meeting, bringing the current RPC balance to $14,619 (estimated). See the attached report.

President’s report (Chris Johnson): we have one open item – the Ed Services multi-cultural project; will be working on the work plan; BAS production report (an estimate of demand) was a success with Ed Services, presidents responded well.

Election results (32 colleges voted; 3 did not vote) Susan Murray (the current president-elect) will be taking over as president. President-elect: 25 votes for Wendy Hall (Lower Columbia College) and 6 votes for Valerie Kirkwood (Big Bend Community College) Treasurer: 21 votes for Starr Bernhardt (Big Bend Community College) and 11 votes for Hal Royaltey (Peninsula College) Secretary: 18 votes for Cherisa Yarkin (Seattle Central Community College) and 13 votes for Sally Jackson (Spokane Falls Community College)

Reports Information Technology Commission – ITC (Russ Beard and Teresa Greene were absent) – no report today

State Board Reports (Darby Kaikkonen, David Prince, Tina Bloomer) A. IPEDS changes (Darby Kaikkonen): IPEDS will be deleting the estimated fall enrollment, which is positive as there were challenges with accuracy. A new screening question is added in institutional characteristics (i.e., Are you an open admissions institution?), which will screen out the old irrelevant admissions questions. They are also collecting more information about veterans.

5 New academic libraries component: In fall 2014, IPEDS will ask “What are your total library expenditures?” In spring 2015, it will be a combination of library and finance responsibility. State board finance will assist with the finance portion while colleges will be responsible for the library-specific elements. See the attached documents (All changes to IPEDS surveys for 2014-15 and 2015-16 and letter sent to key holders regarding AL component).

B. Results Washington (Tina Bloomer): We are under goal one (world class education – post- secondary education), we have 7 measures, we have academic-transfer STEM and prof-tech STEM; information is posted on http://www.results.wa.gov. C. How the legislature works (Tina Bloomer): There is a budget proviso that calls for the ERDC to lead a group to provide information about degrees, certificates, and apprenticeships by college by program in terms of completions and employment results. It’s based on the economic success metrics at www.collegemeasures.org; we already have career bridge that shows numbers of graduates, earnings by program by college; detailed inventory of data; what parameters should we use for economic gains/success for our certificates, degrees, and programs? Tina will email us this question and she requests a response. D. Carmen will be moving into IT as a senior data consultant focused on ctcLink for the first year and a half with a focus on the state board’s perspective. She will still be involved in data governance. She will not be running data or coding (only legacy). The maintenance of people soft will be moved to the IT office at the State Board; she will be reporting to Mike Scroggins. E. David Prince: With Carmen’s position change, some of her duties will move to IT, e.g., recurring data processing (e.g., student achievement) will go to IT; a new position will be added but it will build up the research capacity. Questions for now should go to David.

Commission rep updates The Association (Mark Macias reported for Cynthia Requa): The summer 2014 conference will be held this summer at Columbia Basin College with the theme “Leading with authenticity” August 14-15. See the attached flyer.

Allocation and Accountability Taskforce (Patty James and Ty Jones): saw a lot of good data from the State Board; a model was introduced; a report will be put together right before the WAC retreat; student achievement will carry more weight in the future for funding; stay tuned…

Committee reports / work plan input Accreditation Committee (Wendy Hall): The conversation focused on the mid-cycle evaluation (the old year 3 report). See the attached minutes.

6 Data Governance (Susan Maxwell and Carmen McKenzie): In September 2013, the committee finalized its charter; lots of turn-over; everyone should sign up to get “data alerts”, which gets information out to people (to get on this list serve, go to the SBCTC webpage > data governance (http://www.sbctc.ctc.edu/college/d_data-governance.aspx) > “sign up for the SBCTC data alert system”; created coding for prior learning assessment; changed credit thresholds (exit codes) for certificates. Data governance does not meet during RPC so there are no minutes.

Performance and Outcomes Committee (Maureen Pettitt): The benchmarks work moved into this committee. Reviewed the best practice document and the work plan draft. See the attached minutes.

Data Quality and Technology (formerly Data Stewards Committee and Collaboration & Technology Committee; Mark Macias and Hal Royaltey): Now have a past-chair, current chair, and chair-elect model; formalizing structural changes; working on IPEDs project (project leads Patty James and Jen Tuia) and data warehouse 2.0 project (lead Joe Duggan). Carmen McKenzie discussed future CIP coding changes. Also, DQT guidelines are being updated to incorporate changes approved at the winter meeting. See the attached minutes.

Communication Committee (Evan Picton): Going to leave work plan almost the same. Continue to do the new members orientation, maintain the RPC experts database, and the members resources handbook posted on the committee page. Will be doing professional development within the committee about SharePoint. See the attached minutes.

10:50 – 11:05 am – Break 10:45 – 11:30 am – New business Code of ethics conversation (Ty Jones): Ty has a motion, which was seconded (by Kelly) and forwarded by all, that the RPC president form a committee to present a draft of a code of ethics by the winter meeting. Approval of the 2014-15 work plan: Evan and Susan will draft the work plan based on notes and will email out to the listserv for review. September is the deadline. Attached is a draft.

Fall conference planning: How should we time the fall commission meeting? If it is held in October, then those going through accreditation cannot attend. A committee will look at this. Should we make the fall conference back-to-back with the Tableau conference? Another suggestion was to avoid scheduling the conference at the same time as PNAIRP.

The meeting was adjourned at 11:20 a.m.