July 27, 2020 - Shared Governance Discussion

Minutes - July 22, 2020

---

 I. Approval of Agenda and Minutes from June 15, 2020 Meeting

• Agenda approved.
• Minutes approved with edits.

II. Public Comment on items not on agenda (Senate cannot discuss or take action)

• Erik expressed frustration over the discouraging process for handling academic dishonesty; his experience involved extensive reporting without closure for instructors and students; Karen will follow up.
• Bob: good budget news from the state legislature, there are no cuts for the community colleges.

III. Needs and Confirmations

Hiring committee for MPS Counselor/Coordinator

• Chair: Yvette Alva-Campbell (Director of STEM Success Program)

• Khoa Nguyen, PSME and MPS
• Erick Aragon, Outreach
• Cheryl Balm, Math, PSME
• Amy Leonard, Language Arts, EO representative
• Mary S moved, Betty seconded to approve, 15 yes, committee confirmed.

UMOJA Counselor/Coordinator HIring Committee

• Chair: Alicia Cortez
• Melinda Hughes (EOP&S)
• Jorge Morales (SSRS-E & E)
• Louise Madrigal (Athletics- PE)
• Other committee members include:
• Michele Lebleu Burns (Dean of Student Development & EOPS)
• Deborah Taylor (Classified Staff, Nursing)
• EO Representative, Melissa Cervantes (Foothill Director of Equity)
• Barbara moved to approve, Mary S seconded, 15 yes, committee confirmed.

IV. Standing Committee updates (may include campus committees and shared governance  groups not on this list)

• College Council
  • Kim and Lydia gave the Guided Pathway Metamajors presentation for College Council approval. College Council also accepted the Metamajors names and verbs
  • Mari, Office of Communication report on virtual college graduation celebration live launch on Friday. There have been many graduations and celebrations all over campus. Special thanks and appreciation to all the employees and students for their work in putting all these celebrations together.
  • IPBT Resources and Allocations report represented by Mary and Lorrie.
  • SSPBT Report and Highlights from Rob.
  • Extensive discussion on share governance co-facilitated by Christina and Mae Lee;
  • That was the result of an open letter, drafted and presented to the CC. The letter expressed the desire to change the shared governance structure and processes so that it is more widely inclusive and also addresses equity. There was a motion and decision to establish a task force, a model group, that is representative of students, staff, faculty, administrative groups, to review and assess college shared governance practices and processes on De Anza campus.
  • The preliminary timeline will begin when the new president arrives, some time after the 10th. Karen will keep the AS informed of the progress.
• Administrative Planning and Budget Team (APBT) Michele Fritz, faculty representative
  • Formerly FCOPBT, Finance and College Operations Planning and Budget Team. This committee supports different operational areas in the college and not just about finance.
  • The committee had several meetings on the three self funding operational areas affected by the campus closure.  She went over the committee recommendations on each of the areas. They were presented and accepted (reluctantly and sadly) by the College Council
  • The Dining Services closed completely in March. They projected a loss of over $300k for 19/20 and expect continual loss, another $400k for 20/21. Dining Services has 8 union positions, 6 currently filled. The ongoing personnel cost is $65,000 per month. Even if the campus is to open in the Fall, there would not be enough volume to support the operation. Patrick Gannon can reopen the services in two days time if demand resumes.
  • The recommendation is to close the Coffee Shop and Una Mas because union workers have priority when services resume.
  • Layoff the 6 union employees. With the 75 days required notice, they will be paid through early September, with benefits through September. The employees retain re-employment preference if campus re-opens.
  • Pam Grey: The college has not finalized plans for social distancing since they do not know what rules and laws may be in effect when the campus opens.
  • The Bookstore projected revenue and expenses down with growing losses.  There have been only online orders since March.  However, the bookstore has been having trouble for some time partly due to trends. Demands for books are down due to OER and e-books. Textbooks represent 80% of bookstore revenue. 
  • For Spring quarter, the bookstore converted to totally online orders.  There was a dramatic increase in online orders; handled over 4400 orders, only a few hundred previously.  However, that does not make up for the bookstore being closed. They did try to sell computers and return $500k worth of books to publishers to recover cost and reduce inventory.  The bookstore will continue with online ordering in the Fall. But the bookstore continues to operate at a growing loss. There are no plans for layoff at this time.
  • APBT recommended forming a committee to hire a third party to run the bookstore. The committee will consist of students, staff, and faculty. The committee will work on a Request for Proposal that will include stipulations like the hiring of current employees and the number of student workers. A lot of college and university bookstores are run by a third party. The college will still get a percentage of the sales.
  • Patrick will continue as director of the bookstore and the campus center.
  • Selling textbooks online is not a money maker. Most colleges have 3rd party bookstores. They will be looking at third party bookstores like Follett, Barnes and Noble, Nebraska Book Company, etc. Approval from the College Council has allowed them to start exploring these options.
  • Child Development Center has been closed since March and projects a slight loss but they have some fund balances that can cover the loss for the upcoming year.  The CDC is in a better financial situation than the other two operational areas.
  • CDC has asked for approval for certain changes: small price increases that the parents are supportive of; foundation funds for student lunches and supplies; reduced class sizes (24 to 10) to follow the social distancing guidelines and reduced hours.
  • APBT submitted a Letter of Support to re-open CDC with social distancing practices starting in July.  They felt that this is important for children's development. CAC provides an important service to student parents so that they can focus on their studies and contribute to student success.
  • The parents paid on a monthly basis.
  • There will be the need for another faculty representative. Michele’s second two-year term ends this year. This is quite important given the financial decisions being made.  Hyon-Chu Baker has recently joined as the other faculty representative. The committee meets once per month on Tuesday afternoons, 2-3 pm. The committee has discussions on detailed budgets with much financial terms. It is believed that part-time faculty may serve.
  • Karen thanked and recognized Michele for her serious and conscientious service on the committee.
  • Erik pointed out that the Governance Handbook stipulates only one faculty representative on the committee. There may be a need to update the handbook.
  • Pam Grey asked for at least two faculty representatives on the Proposal Committee for the bookstore. It will be a long process, about 6 month with a lot of detail work. The committee would also review the submitted proposals.
  • There will be a general call out for volunteers for the RFP committee. Contact Karen if interested and communicate out to constituencies.     
• De Anza Associated Student Body (DASB)
• Instructional Planning and Budget Team (IPBT)

• IPBT allocated some money for critical needs for Summer and Fall. The details are in the Funding Request and Outcome spreadsheet in the IPBT website. Mary and Lorrie are available to answer questions.

• Student Services Planning and Budget Team (SSPBT)

• Each program has adapted to serve students in the current situation; financial aid has provided $1.8 million in CARES act funding; Supreme Court decision made DACA students eligible for CARES act funding, that was a major achievement; the college has been very vigorous in providing computers to students, even delivering them to their front doors; financial aid is a little behind in processing scholarships. They have developed an online module to orient international students, along with a FAQ webpage that addresses complex immigration regulation due to COVID19. Detailed information and budget updates are in the meeting agenda in the committee website. There will be an opening for a classified position on the Planning and Budget Team.

• Curriculum Committee
• Appreciation to everyone who worked on and submitted the online and hybrid distance education requests form.  Thanks to Erik and Mae for communicating and messaging faculty and department chairs to facilitate the work.
• Tech Committee
• Campus Facilities Committee
• Equity Action Council (EAC)
• College Planning Council
• Online Advisory Group
• Chancellor’s & Senior Staff Weekly Zoom Update/Q&A Forums (open to all district/campus, not shared governance committees)
• Office of Student Development, Eric Mendoza
  • Eric has been assisting the Office of Student Development this quarter as Michele is working on her doctorate. He would like to report on academic integrity and student cheating issues mentioned by Erik W earlier in the meeting. The office is severely understaffed. There have been 10 to 20 students sharing much investigation and due diligence. They are seeing some of the same names in other classes, so they are digging deeper. Some students have been cleared while others have been disciplined along with cases around zoom bombing and foul language. Some included police reports.  Faculty may not be informed because of student rights and privacy. The office appreciates everyone’s patience as they work on resolving those cases. There have been more cases because of online learning. Michele will be providing more training and information sessions as De Anza transitions to the Maxient that Foothill is using already. The Maxient reporting system allows faculty to see where their cases stand in the queue.

V. Good of the Order

• Mary S: On the Self Care Week, have received thank you emails from students on how much they enjoyed the events and the information; thank to all who invited students to participate.
• Karen reminded everyone to complete the google survey for feedback on the Academic Senate’s role in shared governance this past year; the link to the google form has been sent out;
• Tune in to DA graduation website for the live commencement.
• Congratulations to Susan for transitioning from part time to full time instructor in Psychology this Fall.
• Update Karen or Mary on division representative for the next academic year. There are two representatives for each division.
• Many thanks in chat to Dawn for moderating.
• Karen, Mary, So Kam will be around in the summer. Email them for any needs.
• Susan motioned, Mary S seconded, to adjourn, no objection.

Name	Position	Present
Karen Chow-	President	✔
Mary Pape	Vice President	✔
So Kam Lee	Notetaker/Secretary (F19)	✔
Ishmael Tarikh-PT	Representss part-time faculty	✔
Mary Donahue - PT	Represents part-time faculty	✔
Vacancy	Applied Technologies
Pete Vernazza	Applied Technologies
Bob Kalpin	Biological, Health & Environmental Sciences
Anna Miller	Biological, Health & Enviromental Sciences
Vacancy	Business, Computer Science
Mary Pape	Business, Computer Science	✔
Vacancy	Creative Arts
Ilan Glasman	Creative Arts
Nellie Vargas	Child Development
Betty Inoue	Counseling	✔
Barb Dahlke	Counseling	✔
Anita Vazifdar	Disability Support Program & Services	✔
Kevin Glapion	Disability Support Program & Services	✔
So Kam Lee	Intercultural/International Studies	✔
Marc Coronado	Intercultural/International Studies
Terrence Mullens	Physical Sciences, Math & Engineering	✔
Lisa Mesh	Physical Sciences, Math & Engineering	✔
Shagun Kaur	Language Arts	✔
Lauren Gordon	Language Arts	✔
Susan Thomas	Social Studies & Humanities	✔
Daniel Solomon	Social Studies & Humanities	✔
Louise Madrigal	Physical Education & Athletics	✔
Rusty Johnson	Physical Education & Athletics
Tom Dolen	Learning Resources	✔
Mary Sullivan	Student Development	✔
Cynthia Kaufman	Equity & Engagement	✔
Erik Woodbury	Curriculum Committee	✔

Guests Present (✔)

Name	Position	Present
Thomas Ray	Administrative Representative	✔
Paige Wallace	DASB Representative
Bob Stockwell	Faculty Association	✔
Christina Espinosa-Pib	Interim De Anza President
Rob Miesa	VP of Student Services	✔
Lorrie Ranck	Actin VP of Instruction	✔
Pam Grey	Interim VP of Administrative Services
Hyon Chu Yi-Baker	Director of College Life & Student Judicial Affairs
Marisa Spatafore	Associate VP of Communications & External Relations
Stephanie Serna	Classified Senate President
Genevieve Kola	De Anza Student Trustee
Mallory Newell-	Institutional Research
Moaty Fayek	Dean of Business/Computer Info Systems
Renee Augenstein	Articulation Officer
Mary Bennett	Tenure Review Coordinator
Daniel Smith	Dean of Creative Arts
Eric Mendoza	Dean of Physical Education and Athletics
Alicia Cortez	Dean of Equity and Engagement
Randy Bryant	Dean Isaac Escotoreer & Technical Education (CTE)
Isaac Escoto	Foothill Academic Senate President
Mary Pape	FHDA District Academic Senate President	✔
Pam Grey	Associate VP of College Operations	✔
Laureen Balducci	Dean of Counseling, DSPS & Title IX Coordinator
Anita Kandula	Dean of Biological, Health, and Environmental Sciences
Michele LeBleu-Burns	Dean of Student Development/EOPS
Lisa Mandy	Director of Financial Aid
Nazy Gayloyan	Dean of Enrollment Services	✔
Edmundo Norte	Dean of Intercultural/International Studies
Jerry Rosenberg	Dean of Physical Sciences, Math & Engineering
Judy Miner	FHDA Chancellor
Dawn Lee Tu	Faculty Director of Office of Professional Development	✔
Elvin Ramos	Dean of Social Sciences and Humanities
Patrick Gannon	Director, Book Store
David Ulate	FHDA Research & Planning
Mae Lee	Curriculum Committee Vice-Chair	✔