October 26, 2020

Minutes of October 26 

Approval of Agenda and Minutes from October 19, 2020 Meeting

• Agenda approved.
• Minutes approved.

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

• Student and Faculty Election Activism. Anyone interested in GOTV work (phone/text banking) at the state (Yes on Prop 15) or national level (swing states/districts), see: Yes on 15 Phone Banking and Text Banking Sign-Ups.
• Democratic Volunteer Center Phone Banking. For more information, please feel free to text/call Bob Stockwell, 831-239-4343. Phone bank this week and next week. https://signup.com/client/invitation2/secure/546990020248684043/false#/invitation
yes on 15 phone bank schedule
• National voter turnout work with Democratic Party: https://docs.google.com/document/d/e/2PACX-1vSxmLeCaHqJx4bYdeRePdW0_fiA5aR6UOnGJwYvsM5H5hFCCEpzYc42LCOBXXgy26z3lYo6FH_CoZ2-/pub
• Passing Prop 15 means $10-12 billion for the state of California; $500 Million for the community colleges; best chance to reform Prop 13.
• Students are hosting zoom meetings and phone banking to remind people to mail in their ballots or go to the polls.

Needs and Confirmation

Update on the need to fill an open IPBT part time faculty representative seat

• There was one volunteer, part time faculty. The last date to submit the name and statement will be Friday, October 30, 5 pm.
• The complete list of volunteers and statements will be sent out shortly after the deadline.
• Next week the Senate will have a joint meeting with the Foothill Academic Senate. The discussion and confirmation for this position will take place after that joint meeting at 4pm.

Proposed Updated Board Policy 4235 Credit For Prior Learning (formerly Credit By Exam) 

First reading of proposed updated Board Policy (BP) and Administrative Procedures (AP) 4235 Credit For Prior Learning.  Update is recommended by the Community College League of California (CCLC), the body that advises the Board of Trustees on policies and administrative procedures that need to be updated or created, based on Title 5 changes. 

In the case of this BP and AP, Title V section 55050 has been updated to cover "Credit For Prior Learning" which also includes “Credit By Exam.”  

The change in the administrative procedure reads as follow:
"Credit may be earned by students who satisfactorily pass an assessment. The Chancellor shall establish administrative procedures to implement this policy.” 

Title V change; “Credit by Exam;” now called “Credit by Prior Learning.”

Updated Proposed Administrative Procedures 4235

CCLC Recommendation notes that " A District must publish its policies pertaining to credit for prior learning in its college catalog. A District must also review its credit for prior learning policy every three years and report particular findings specified in Title 5 Section 55050 subdivision (l) to the California Community Colleges Chancellor’s Office. Additionally, a District must certify to the California Community Colleges Chancellor’s Office by December 31, 2020 that it has complied with the requirements of Title 5 Section 55050"

Administrative Procedure 4235 “Credit for Prior Learning"
The AP has more details on implementation of the board policy. 

CCLC note: Colleges must determine appropriate methods. The following are common.

• Achievement of a score of 3 or higher on an Advanced Placement Examination administered by the College Entrance Examination Board (see AP 4236 Advanced Placement Credit).
• De Anza already awards credit for AP exams.
• Achievement of a score that qualifies for credit by examination in the College Level Examination Program.
• De Anza has not typically accepted this for credit.
• Credit by satisfactory completion of an examination administered by the college in lieu of completion of a course listed in the college catalog.
• Karen asked and confirmed with Nazy about changing the wording from college to faculty on this and the following 2 bullet points.
• Achievement of an examination administered by other agencies approved by the college.
• Assessment approved or conducted by proper authorities of the college.

Mary Pape: We are already doing bullet points 1 and 3. Credit By Examination, is in DA catalog, page 27. These assessments have been up to the discipline faculty to approve.

These would be methods to be approved by the Academic Senate. This is the first reading and discussion. Representatives should share out the policy with respective constituents.  

Also stated in Administrative Procedure 4235
“Credit may be awarded for prior experience or prior learning only for individually identified courses with subject matter similar to that of the individual's prior learning, and only for a course listed in the catalog of the community college.” 

“Award of credit may be made to electives for students who do not require additional general education program credits to meet their goals. Credits acquired by assessment shall not be counted in determining the quarter hours in residence required by the associate degree.”

All the methods for credit for prior learning would be approved by faculty, just like credit by exam being done currently. The college does not have to offer all these methods.

CCLC NOTE: Additional local procedures may be inserted, which must include:

• Procedures for students to attain credit for prior learning that includes credit by examination, evaluation of Joint Services Transcripts, evaluation of student- created portfolios, evaluation of industry-recognized documentation, and standardized exams.
• The student’s academic record clearly indicates that the credit was earned by examination assessment of prior learning.
• Limits on the number of units that may be applied to the Associate degree.
• Other limits on student and course eligibility for credit by examination.
• Procedures that require that a student, upon completion of his/her educational plan pursuant to EducationCode Section 78212, shall be referred to the college’s appropriate authority for assessment of prior learning if the student is a veteran or an active-duty member of the armed forces, holds industry-recognized credentials,or requests credit for a course based on their prior learning.
• An opportunity for students to accept, decline or appeal decisions related to the award of credit, and in the cases of credit by exam, pursuant to Title 5 Sections 55021 and 55025.

The main change here is to change the wording around “examination” to “assessment of prior learning” and reference to Title 5 Sections 55021 and 55025. The district must certify to the Chancellor’s office By December 21, 2020 that it has complied with the requirement of this Title 5 change.

Rick: This is coming down from the state. Therefore, what are our options, to change, reject, or accept?

Nazy: With new rules and regulations in state policies, there are 3 types. This one is mandated, we are required to comply.

We do have local control to develop a process that is more beneficial to our students, faculty, and community. Faculty should make the assessment and determination.

Discipline faculty are consulted and make the decision about credit by exam, the same would go for credit by prior learning.

The reason for this title 5 change is to increase the type of things to be credited for prior learning, such as a portfolio, prior work experience. These would have to be determined by discipline faculty.

Mary Donahue: Would it be "discipline" faculty only, or could each instructor decide which exams work?

Lorrie Ranck: Typically with CPL, it would be “discipline” faculty as a group since the decision needs to be beyond a singular individual.

Encourage rep to report to their constituents.

Constitution & By-laws Review

NEW for 10/26 meeting:  
Timeline and Process for Review of Constitution and By-Laws

The review and revision of the Constitution and By-laws is a major undertaking. It has not been done very often.  The current document states that it was last one in 2006. Although Erik Woodbury did find in the notes that in 2015 there was an amendment giving voting seats on the Executive Committee to the Curriculum Chair and to the Faculty Director of Equity, a position that is vacant has not been filled.

Last spring at the June 15 AS meeting, Karen asked for volunteers to serve on the Task Force to do an initial review over the summer. The Task Force included  Shagun Kaur, Ishmael Tarikh, Erik Woodbury, and the officers Mary Pape, So Kam Lee, and Karen Chow.

The Task Force met 4 times over the summer for 8 hours total. The group worked hard over the entirety of the Constitution and By-laws.

On Friday Oct 16 there was a zoom meeting where all members of the Executive Committee were invited to discuss the process and structure for reviewing the Constitution and By-laws. 10 members participated to work on a process that would be clear, forward moving, inclusive, and welcoming of input.

The Friday meeting had no discussion or suggestion on the content, but more on the process.  

Karen explained the timeline and process for the Executive Committee review and approval of the Constitution and By-Laws This was followed by explanation of the amendments proposed by the task force highlighted in turquoise on the OneDrive commentable file.

Executive Committee and others may go to the OneDrive file of the Constitution and By-Laws (linked on Academic Senate agendas) and use the “comment” feature to propose amendments at the exact Article & Section where the amendment would be inserted/made in the Constitution AND the By-Laws. Each comment must be attributed to the name of the person proposing the amendment.

October 26. Start review and discussion of all proposed amendments, starting from the beginning of the Constitution. Discuss proposed amendments and edits. When the group comes to consensus, then move on to the next article and section. This review will continue at the November 9 meeting.

November 9 is the DEADLINE to submit all amendments to the Constitution and By-Laws.

November 16: Finish review/discussion of amendments if needed. If review/discussion has been completed, then this can be counted as the First discussion of the final draft of both the Constitution and the By-Laws.

November 23: Second discussion and ACTION can be taken to approve the final draft of the Constitution that will be put before all faculty for an electronic vote of approval, to be conducted during the first week of Winter quarter. ACTION can also be taken to approve the By-Laws, which requires 2/3 vote of the Executive Committee.

Dec. 1: If needed, ACTION to approve the final Constitution draft as well as the By-Laws (2/3 vote needed to pass). 

By-laws passed by ⅔ vote of the Executive committee, (voting members present, in attendance) at the meeting.

The approved Constitution draft can be shared publicly by reps with constituents and posted to all faculty listserv, Academic Senate website, and Academic Senate Canvas site so that faculty can begin to review the document (with highlights indicating all the amendments approved by Exec Comm).

Community Agreements for Safe Inclusive Dialogue

Jamboard for input

• clarify and establish community agreements for safe inclusive dialogue in Academic Senate, as a foundation for inclusive, equity-minded review of Academic Senate Constitution and By-Laws
• review and agree on the process of review and approval of Constitution and By-Laws

Governing Documents and Robert's Rules of Order

• review proposed Constitution and By-Laws (Constitution & By-Laws Review Task Force Members: Mary Pape, So Kam Lee, Shagun Kaur, Ishmael Tarikh, Erik Woodbury) and propose any additional edits to ensure that these documents are:

• relevant/current 
• reflect actual practice 
• are not unnecessarily restrictive 
• promote effective, inclusive, equitable, and collegial governance

Constitution Revision Proposal For Review/Comment

By-Laws Revision Proposal For Review/Comment 

Review of Constitution Revision Proposal 
Reading, explanation, and discussion
Section C: 
The addition of Code of Conduct as guiding principle on how to engage with each other as an executive committee. To establish a threshold of values expected from the members.

Removal from office.
Try to provide clear guidelines and basis for removing someone from office. Define expected duties or behavior. Details on how to deal with violations of the code of conduct are also in the By-laws and other sections of the Constitution.

There were some discussions and comments on the terms of the President, Vice President, and Secretary, as well as a President Elect that is an officer at the Classified Senate.

Discussion on Robert’s Rule
Cynthia’s proposed amendment to replace III.B.3
A more condensed version of Robert’s Rule.
How to use and preserve Robert’s Rule without being restrained or governed by Robert’s Rule? Looking for some wording to enable the president to use unanimous consent. Also, some way to carry out discussion without getting stuck.

Proposed amendment for DASB to appoint 2 voting members to the Senate. 
Cynthia made reference to a previous vote by the Senate that indicated the desire that DASB representatives be voting members in AS. This was never followed by an official amendment to the constitution.

There was disagreement about having DASB as voting members.

This is a body of faculty that votes on faculty issues. Welcome the input of DASB but disagree on having students vote on faculty issues. 

Kimberly: The reason why we are all here is because of students. One student voting seat would signify student voices, student concern, especially those voted by DASB, are important. She pointed out that there are 4 voting student seats on IPBT. The Academic Senate covers issues pertaining to students, student well-being and lives. She feels that students should be allowed 2 voting seats. This involves the issue of student inclusion and transparency.

DASB on classified senate are only advisors. DASB as Associate members make a ton of sense.

Article II: Purpose:
The purpose and function of the Academic Senate shall be to give the De Anza College faculty a formal and effective procedure for participating in the formation of college and district policies on academic and professional matters.

This is a faculty body and the only body at DA that is faculty-only.  It is good to have student voices on shared governance groups like EAC and IPBT.  Value their feedback and input, but faculty don't vote in DASB, so should students be voting in the faculty governance body?  Advisory, but not voting.

The Director of Equity position does not exist currently. Should it be struck out? Some suggested leaving it for the future. 

Lorrie: for clarification, there is not a position for the director at this time and no FTEF.

Non-faculty associate members may make or amend motions/resolutions, but shall not have the right to hold office or to vote.

De Anza Academic Senate is part of the State Academic Senate therefore, must abide by its By-laws. The State Senate has a very clear definition of its membership. Should check into that before moving forward.

On Methods of Voting. No comments or hands.

Curriculum gets one vote.

Discussions on voting members representing instructional division and a proposal to re-define divisions and areas.

Adding areas to divisions takes into consideration faculty that do not come under traditional instructional divisions.

In some cases, with restructuring and consolidation, a dean can cover more than one division. For example, Counseling is 2 divisions under one dean.

Kevin: Historically, representation was dependent on curriculum.

Felisa: There are 23 embedded counselors in various divisions; they are not under the counseling division, but they are not comfortable representing divisions. They would like to propose to have 2 seats for embedded counselors.

Cynthia suggested forming a small team to look into this question of representation in divisions and areas and come back with a proposal.

Standing Committee updates

• Administrative Planning and Budget Team (APBT)
• President Holmes has to make a presentation to the chancellor on Nov 1.
• He has to present a proposal showing how De Anza College can reduce its budget by $4.5 million when necessary.
• The reduction started with Fund 400, the capital budget that could be covered by the bond measure.
• Also, from Fund 15, with accounts that have not been used for many years.
• The B budget that has been over funded for the last 5 years.
• The original proposal takes $440K from the 1320 fund. That has been zeroed out, the $440 will come from out of the Fund 400.
• The president has heard about the concerns over 1320. Everyone felt positive over the change that showed how people’s voices were listened to.
• The new proposal is on the APBT page.
• Kimberly: To add, all DASB reps and other student advocates at IPBT are also firmly against having 1320 anywhere in the budget, and are glad to see the changes made. Reps at IPBT (Grace, Arushi, Esha, and Luiza) spoke strongly about some concerns regarding the budget, and all the student reps on the PBTs have asked for meetings with Christina and Lloyd

• Student Town Hall Nov 13; open invitation to everyone.
• Curriculum Committee
  • Reminder from Curriculum Committee:
  • Please check with your Dean/Chair to see which courses still need approval for online delivery. Without this approval you cannot offer courses online next quarter.
  • We will have an update on our eLumen progress next week
.

Good of the Order

• Student, Faculty, Staff Election Activism
• Anyone interested in GOTV work (phone/text banking) at the state (Yes on Prop 15) or national level (swing states/districts), see:
• https://signup.com/client/invitation2/secure/546990020248684043/false#/invitation
• https://docs.google.com/document/d/e/2PACX-1vSxmLeCaHqJx4bYdeRePdW0_fiA5aR6UOnGJwYvsM5H5hFCCEpzYc42LCOBXXgy26z3lYo6FH_CoZ2-/pub
• For more information, please feel free to text/call Bob Stockwell, 831-239-4343.

• Scott: There is a space for Faculty on CS as an advisory member.
• Terence motioned, Erik seconded, to adjourn, no objection.

Division	Name	Present
President	Karen Chow	✔
Vice-President	Mary Pape	✔
Executive Secretary	So Kam Lee	✔
Part-time Faculty Representatives	Ishmael Tarikh
	Mary Donahue	✔
Academic Services &  Leaning Resources	Cecilia Hui	✔
	VACANCY
Bio/Health/Environmental Sciences	Robert Kalpin	✔
	Anna Miller	✔
Business/Computer Science/ Applied Technologies	Rick Maynard	✔
	Hellen Pacheco	✔
Counseling  and Disability Support Programs & Services	Betty Inoue	✔
	Kevin Glapion*	✔
	Anita Vazifdar	✔
Creative Arts	VACANCY
	Elizabeth Mjelde	✔
Equity and Engagement	Cynthia Kaufman	✔
	VACANCY
Intercultural/International Studies	Anu Khanna
	VACANCY
Language Arts	Shagun Kaur	✔
	Lauren Gordon	✔
Physical Education	Louise Madrigal	✔
	Rusty Johnson	✔
Physical Sciences, Math, & Engineering	Cheryl Balm (Fall) Lisa Mesh (W & Sp)	✔
	Terrence Mullens	✔
Social Sciences & Humanities	Rich Booher	✔
	Nellie Vargas	✔
Student Development & EOPS	Mary Sullivan	✔
	VACANCY
Curriculum Committee	Erik Woodbury	✔
Professional Development*	Dawn Lee Tu	✔
Administrator Liaison*	Lorrie Ranck	✔
DASB Representative*	Kimberly Lam	✔
Faculty Association Representative*	Bob Stockwell	✔

*non-voting member

Guests:

Name	Position	Present
Lloyd Holmes	De Anza President
Rob Miesa	VP of Student Services
Christina Espinosa-Pieb	VP of Instruction
Pam Grey	VP of Administrative Services
Hyon Chu Yi-Baker	Director of College Life & Student Judicial Affairs
Marisa Spatafore	Associate VP of Communications & External Relations
Scott Olsen	Classified Senate	✔
Max Meyberg	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 of Career & Technical Education (CTE)
Kathryn Maurer	Foothill Academic Senate President
Isaac Escoto	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
Elvin Ramos	Dean of Social Sciences and Humanities	✔
Patrick Gannon	Director, Book Store
David Ulate	FHDA Research & Planning
Mae Lee	Curriculum Committee Vice-Chair