Dean Team Minutes Present (): David Cunningham (DC) Kathie Hunt* (KH) Guests

Dean Team Minutes Present (*): David Cunningham* (DC) Kathie Hunt* (KH) Guests: November 19, 2013 Kim Thompson (KT) Fikru Diro* (FD) Mary Kelemen 9:00 – 11:00 a.m. Bob Francis* (BF) Gillian Lewis* (GL) Gregory Jensen Central Conference Room Susan Hoyne* (SH) Yvonne Terrell-Powell* (YTP) Holly Woodmansee John Backes* (JB) Sharon Wines Gavin Smith Stuart Trippel Topic Discussion Action Items 1 Minutes 2 Textbook Buying Mary said the bookstore is changing in an effort to survive the Deans will begin new economic climate. She distributed a handout that provided discussion in division an overview/background, the current model, issues and concerns, meetings about the basic textbook and bookstore model changes and challenges. They will business model changes change the model on which textbooks they carry and the volumes. that are happening at the The graphs she provided showed how textbook revenue and total bookstore. Once Deans get revenue have gone down since 2004-05. The textbook sales some feedback, Mary will continue to rise even though the revenue is going down. Mary be invited back and perhaps provided data on year-end comparisons since 2000. The textbook the Deans and the revenue is the biggest portion of the bookstore’s sales revenue. It Bookstore can host a has steadily gone down since 2007-2008 and they have no reason Faculty Senate forum about to think it won’t continue in a downward spiral. It is a reflection the changing business of online availability, open resources, access codes, and books model. being available in many places at different prices. The bookstore has lost markets (Apple, computer hardware and software).

The one area that has gone up is convenience store items, and that area continues to grow. It has created staffing issues to keep shelves stocked and getting customers through on a timely basis.

Mary wants to become more interactive with faculty and explain the coming changes. We need to think collaboratively to do what is best for all of us. John asked Deans to begin discussion in division meetings about the basic changes that are happening at the bookstore so there is a level of awareness. The business model is changing rapidly. The only thing they can sell is the service.

3 DRAG The Data Reporting Analysis Group (DRAG) meets regularly to manage requests for data. It is a centralized reporting group that

1 Topic Discussion Action Items extracts data, analyzes, and prepares reports. The new Director of Institutional Assessment, Bayta Maring, will be part of this group when she arrives on December 2. Holly distributed a copy of her PowerPoint presentation that described where to find report requests and showed many report examples. Information for these reports is updated every few hours.

Gavin developed the data system. Reports can always be enhanced to show data broken down by type. It helps the college keep track of what kinds of data we want and need. Holly said they expanded the group with Linda Mickelberry joining.

The college has lost domestic students. What role doe DRAG play in helping the college identify who? Holly explained they already did, but need Deans’ help. DRAG can identify some things, but as Deans and Directors use this information they will drill down and ask more questions. That is what DRAG is looking for. Deans’ assistance will help them decide what they need report-wise and give that information on a regular basis. If they are not right, DRAG needs to know that. They need many sets of eyes looking at the data. DRAG needs communication and feedback going on all the time. 4 Financial Aid Stuart understands the DT has concerns about FA that are entirely Gillian will contact Stuart understandable and appropriate. He wants to hear more regarding the 22 Nursing specifically what those concerns are. He noted FA has hired 4 students who have not new staff members who are being trained. Stuart is learning more received their financial aid about regulations for Financial Aid. yet.

The processing time continues to be long (20 weeks) which is unacceptable. During peak times the processing time is normally up to 12 weeks. This is why they have a cut off for Fall Quarter in the Spring. Stuart wants to communicate reasonable expectations to students in a clear, concise manner.

Stuart is committed to keeping the front desk open. He believes it is important for Student Services to have a place for students to ask questions.

Is it possible for us to tap into the 3.5% funding to pay student aid

2 Topic Discussion Action Items and then transfer FA back to that when it comes in? Stuart said the problem is with the actual awarding process. Even students who get 3.5% funds have to be needy. It is processing, not the source of funds.

Deans receive complaints from students that they never get a person answering the telephone in Financial Aid. A Dean voiced concern there is no chance for someone to get FA (for Spring) if they applied now. Stuart assumes the length of time to process will be lower.

Gillian explained she has 22 Nursing students in the 2nd, 3rd, 4th, 5th, and 6th quarter who have not received their money for Summer. The 6th quarter students cannot take their entrance exam until grades are registered, and that can’t happen if they have not received their FA. This is critical.

If we are messaging about FA and the college offering short-term loans, we may cut down on processing time with students. How much is the college willing to designate? Is it possible to run it through the Foundation?

A Dean said there is not sufficient communication from FA to those who have applied, even if they were told it’s another 15 or 20 weeks before they complete the processing. Communication is not happening. John suggested we could batch the applications, and send a list of names to Deans so they can notify the students. The Deans have staff that can help with the communication piece. 5 Communication/ Faculty Contract/ Labor Relations John copied Deans on a November 13, 2013 5:15 pm email regarding the limits on part-time faculty loads and the process used to prevent an “accidental” granting of tenure. A Dean voiced concern over conflicting responses related to what faculty are told by the Federation. There may be a communication breakdown related to “associate faculty,” “Senior Associate Faculty,” or “affiliate faculty.”

Bob will work with Stephen Smith to discuss at JUMC the information interpreted related to the faculty contract and/or explanations from the Office of the VPASA needs to be conveyed

3 Topic Discussion Action Items clearly and accurately to the membership on a consistent basis. 6 Retention Conference San Diego Postponed. 7 Policy 6260 Grades Postponed. 8 Top Three Focus Areas for Dean Team 2013-2014 Postponed. 9 Interim VPASA Work Plan for 2013-2014 Postponed. 10 Deans/Division Work Plans for 2013-2014 John noted Deans will meet on Friday to look at the top 3 focus areas for the Dean Team and division work plans. He provided the newest version of the Interim VPASA work plan. JUMC Update  This is the week (Week 9) to comply with the contract about FEP notification.  We will continue to use the semi-informal spreadsheet for student concerns.  There seems to be some confusion around the FEP. The way the contract reads, we are not looking to evaluate the content expertise of the person being evaluated. We are looking at their teaching. They continue to struggle with Health Occupations because they are under external requirements. Bob said they will ask for a meeting with Gillian and the Director of Nursing. Adjourned 11:09 am