November 15, 2021

Welcome

Cheryl reminded representatives to update their report-out.

Approval of Agenda and Minutes from November 8, 2021

• Erik moved, Lisa M seconded to approve both minutes and agenda. No objection.
• Agenda and minutes approved by unanimous consent.

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

No public comments.

Update from the Music Department

Postponed to next meeting.

New Shared Governance Proposal Task Force (first read)

Tim and Melinda gave a presentation of the New Shared Governance Proposal prepared by the Shared Governance Task Force (SGTF) for feedback and new ideas. The Task Force consisted of faculty, classified professionals, administrators, and students. Some of the members, like students, have graduated and moved on. SGTF will share the proposal and seek feedback from the Shared Governance groups, through its website, and eventually a town hall.

“For shared governance to be effective, it needs to have a well-established foundation of transparency, trust, equity, and inclusion that is consistent and collaborative.” ​-  De Anza Shared Governance Task Force 4/21​

The current shared governance (SG) structure has been in place for over 20 years and its shortcomings have become more evident in recent years. There were demands for a more equitable structure. ​

The College Council charged the SGTF to review the present structure, research, and recommend a more equitable and holistic process with a focus on inclusion and providing funds for services that support equity and student success goals.​

SGTF has communicated its progress to the college community via its review website, regular updates to College Council, senior staff, and respective constituency groups. It presented the New Shared Governance Proposal to College Council on Oct. 28, 2021.​

The current Shared Governance structure is vertical, either top down, or bottom up, reporting to larger and larger bodies, until it reaches the College Council before the President for final decision. In place of such a siloed approach, the task force proposed a honeycomb governance approach with several committees coming together under the Planning and Resource Committee PRC. The PRC will articulate and synthesize the various complementary and competing interests between these groups before going to the College Council and then President for final approval. The President has taken a non-voting role in the College Council.

The diagram in the powerpoints showed the proposed membership of the Planning & Resource Committee (PRC) from the quadrants. They include: Affinity & Equity​ Groups, Unions​, Senates, and Administrators.

They went through an example of a Proposed Decision-Making Rubric for Program Review to prioritize funding and rank positions. The new model will dissolve the present decision making siloed teams and bring everyone together into one cohesive committee. It will improve transparency, bring consistency and increase collaboration in the decision making process. This one committee model will reduce meeting fatigue​, increase opportunity for participation​, and shift allocating resources based on holistic campus wide funding.

The Task Force wanted feedback to finalize the proposal before presentation for College Council approval. In their research, SGTF has looked at the shared governance structure at other schools to determine a better decision making process for De Anza. They outlined their next steps that included inviting IEPI/PRT to assist in implementing the new SG model, communication structure, and assessment/technology needs​; working with Institution Research to update changes into the Governance Handbook​. They will evaluate the SG model after one year to determine its effectiveness and make necessary​ improvements. 

Rick: So one committee is going to do the work of four?

It is more like one big committee subdivided into separate groups. Decisions will not be confined to one area but be considered relative to other areas and within the context of the college as a whole.

The model also allowed for more representation from underrepresented groups, like the unions and students. It will be a sizable committee with smaller work groups.

The proposal was being presented to different shared governance groups for feedback. People may also go to the SGTF office hour for longer conversation.

There was a question on the timeline for implementing changes and new structure.

Tim expected the model to be finalized and implemented next fall. There will be ongoing refinement with many moving parts. There is still discussion about the role and charge of the Budget Committee in the new model.

There was another question on the relationship between the program evaluation teams, the subcommittees, and the broader Planning and Resource Committee.

Ishmael spoked on building trust and transparency. Does shared governance mean shared power? As a trust tester under a new era of shared governance he advocated some movement on the class cancellation policy. The current policy is a broken circumstance that needs fixing. Enrollment problem is a significant problem, but it is not one that is unique to the district or to the college. The class cancellation policy was not helpful in resolving that problem.

Tim: One of the difficulties is that the district bargains with FA, not individual colleges. They have to devise policies that apply across the board. Other colleges, like West Valley, are more flexible with enrollment because they are funded by property tax, not by enrollment. This model shared power in the parity of membership, even representatives from all the unions; also in the distribution of leadership. The same people should not be in all the committees, going from budget, to program review, to College Council. There has to be role sharing. The tri-chairs format in some committees is a step in that direction to ensure that the same leaders are not in all the crucial roles.

SGTF https://www.deanza.edu/gov/review/

SGTF Meeting/Q&A Mon 11/15/2021 10:00 AM - 11:00 AM, 
Q&A is more like a drop-in office hour. https://fhda-edu.zoom.us/j/94125940207?pwd=b0FYNUp6dkp1ZlpMQ2pQNm0zRXZQUT09&from=addon

SGTF will bring the finalized proposal back for Senate approval in the winter. The current model is a work in progress.

Emergency Funds for Students and other Resources

The Financial Aid Office has been working hard to assist students with their needs. The second round of federal relief funding HEERP2 Higher Education Emergency Relief Fund has more leniency They were able to award funds to dreamers and even International Students. They are working on an application form especially for International Students with necessary language to describe the needs.

They have about $800,000 state funds for the neediest students like those under the Promise grant to cover enrollment fees, also the dreamers who don’t often reach out to apply for emergency funds. Since Liza could control those money, they have allocated for the year $25,000 direct aid to the cohorts. These funds were given to the bookstore. Eligible students can go online to order books and other materials directly from the bookstore. 

The student survey has a question about student needs. Mallory would send her those with financial needs. Liza would email those students with financial concerns to direct and help them, like funds for a computer through the bookstore.

Emergency fund link on website for students
https://www.deanza.edu/resources/emergency-funds.html[BROKEN LINK]

Students can also email Lisa directly instead of through the application process. It can be faster. She has been processing more than 100 requests per week. They are doing whatever it takes to help the students.

Many expressions of appreciation to Liza both verbally and in chat: Lisa Mandy is amazing!  Thanks for being so student-responsive.  

Faculty Priorities for Police Chief’s Advisory Committee (PCAC) and part-time faculty concerns

Ishmael, the Senate faculty representative to the PCAC, sent a survey via Survey Monkey to all faculty to seek information on faculty concerns. Faculty were asked to select 3 out 14 items identified by the PACA. Ishmael will bring the top choices from the 92 responses to the PCAC meeting on Thursday.  

The top 5 topics are: 1. Training; 2. Workplace violence and active shooter issues and training; 3. Mask enforcement; (tied with) Police staffing shortages and updates; 4. Demilitarization; (tied with) Community policing; 5. Complaint process and complaint status.

There were discussions on several ongoing concerns for part time faculty.

The current class cancellation policy continued to be a top priority. The other major concern is over priority for class assignments for part time faculty with reemployment preferences and seniority.

Tim: Every year FA tried to discuss with the district regarding class cancellation. The contractual stipulation continued to be 20 as the floor. He had nothing to report except for a conversation and a proposal with the Chancellor regarding the Foothill policy that is more flexible with on campus classes. They have lowered the threshold for letting a class go. That may encourage more people to return to campus.

Regarding seniority and reemployment preferences. FA has discussed modifying the contract to give part time faculty bumping rights.

Mary D: Being more flexible like Foothill would be a huge improvement at De Anza especially with the enrollment decline. The proof of vaccination requirement could be an issue for on campus enrollment. Students cannot register or can be dropped without their proof of vaccination. 

Even if students are not taking classes on campus, they should submit proofs to use on campus services like the library, counseling, or financial aid. Also, activities like the Outdoor Club’s Yosemite trip have on campus signups.

There was another concern over scheduling in terms of in person and online classes where the senior full timers get the online option while part timers must teach in person while traveling to several schools.

Ask for funds for Survey Monkey (first read)

The survey with Survey Monkey was not a free service. There is a one time $70 charge for 1-month subscription.

De Anza has an existing Survey Monkey account through Institutional Research. Therefore, the 1-month subscription was sufficient to conduct the Senate survey.

Vote to amend Academic Senate By-laws Article VI

The By-laws specified meeting times for the Academic Senate:

The Executive Committee of the Academic Senate meets each Monday during the academic year from 2:30 – 4:30 with the exception of holidays, the first week of class, and Finals week.

The Senate had two extra special meetings in the beginning of the Fallquarter. There was a proposal to amend the By-laws by adding the word “usually” to allow the cancellation of the Nov 22 meeting.

Ishmael strongly objected to the amendment. it is not necessary to amend the by-laws to cancel a meeting on one particular Monday. Also, it will be out of order to amend the by-laws without a written proposal submitted to all members of the executive committee 10 days prior to the voting. The Senate can vote to cancel a meeting with a simple majority.

Vote to cancel the Nov 22, 2021, Academic Senate meeting
Discussion on pressing issues that may need a decision next week.

There was a question about the status and timeline for proctoring and surveillance software. It will be too late for winter quarter. If the body makes a decision in early winter, it will be in time for spring. The Senate will need more time for that conversation and set a goal for a solution in time for spring.

Lydia pointed out the need for a footnote on proctored exams due in January before the spring schedule is published. There is also the cost consideration, as well as the time required for requisition, approval, and installation.  

Shagun reported problems with adopting her OER textbooks with Follet. It was very cumbersome and there was no one to speak with. She would like time to address the issue.

Lydia and Shagun will talk offline.

Call to vote on meeting next week
Yes 6, No 14, Abstain 2
Senate will not meet on November 22, 2021

Revisit and vote to invoke AB361
Erik motioned that the Senate continue to meet online as to meet in person would present a threat to the health and safety of the participants. Lisa M seconded
Yes 19; passed unanimously. The Senate will continue its meeting via zoom.

Proposal regarding curriculum and eLumen (first read)

Curriculum Update 21/22The transition from ECMS to eLumen since Fall 2019 has encountered significant delays due to the pandemic, technical challenges, vendor difficulties and state mandates. eLumen has taken up more of their time and bandwidth than they had anticipated. The old ECMS system is not reliable to retain information. eLumen is still not ready. Their goal and priority were to finish the migration process as soon as possible and to have it ready by Fall 2022. This necessitated a major change in the normal curriculum process. 

The Curriculum Committee has come up with a plan and schedule to address the critical curriculum needs this year that will result in a short delay in full eLumen implementation to Spring 2022. Additional items will result in delays into the Summer and potentially Fall.

In this plan, they have identified as crucial 7 out of 555 revisions due. Other emergency courses dictated by articulation and identified as courses (6) or programs (27) with critical needs. There are Area F proposal changes for 10 courses and 105 courses already updated effective Fall 2022. The original plan had no new courses and revisions. However, that created problems for some departments. They have added 30 new courses and 10 new programs bringing the total to 185 pieces of curriculum for the year. 

Erik presented this proposal and plan for review and for approval in the next meeting. He advised everyone to look over the plan and report to their constituencies. This will be the last chance to communicate any critical curriculum needs for this year.

Explanation of APs, BPS and APM (Administrative Procedures, Board Policies and the Academic and Professional Matters committee)

Some of the links for the Administrative Procedures AP did not work. Therefore, the body will come back and discuss them in the next meeting or in January.

Proposed changes to AP 4130 Section C on Faculty Hiring Procedures
https://go.boarddocs.com/ca/fhda/Board.nsf/goto?open&id=9U5PUR6583E5
The administrative portion of that procedure was not ready yet.

AP 7210 on Academic Employees

AP 4225 on Course Repetition

Report-outs and Good of the Order

Nominations for the Hayward Hayward Award for Excellence in Teaching.

Classified Senate Response to Policy Drafts AP 7280, BP 7280 and the FHDA Remote Work Suitability Guide

One book, one college still has books available for faculty. Email Alicia Cortez to request one.

Scott: Chromatic has $120 cup of excellence coffee beans:
https://www.chromaticcoffee.com/tanzania-gesha-peaberry-cup-of-excellence-winner/

Erik motioned, Lisa M seconded, to adjourn, no objection.

A = Action

D = Discussion

I = Information

Division	Name	Present
President	Cheryl Balm	✔
Vice-President	Mary Pape	✔
Executive Secretary	So Kam Lee	✔
Part-time Faculty Representatives	Ishmael Tarikh	✔
	Mary Donahue	✔
Academic Services &  Learning Resources	Cecilia Hui	✔
Bio/Health/Environmental Sciences	Robert Kalpin	✔
	Anna Miller	✔
Business/Computer Science/ Applied Technologies	Rick Maynard	✔
	VACANCY
Career Technical Education & Workforce Development	VACANCY
	VACANCY
Counseling - General	Robert Alexander	✔
	Lisa Castro	✔
Counseling - Embedded	Felisa Vilaubi	✔
	Helen Pang	✔
Creative Arts	VACANCY
	VACANCY
Disability Support Programs & Services and Adapted PE	Kevin Glapion	✔
	Anita Vazifdar
Equity and Engagement	Liliana Rivera	✔
Intercultural/International Studies	VACANCY
	VACANCY
Language Arts	Shagun Kaur	✔
	Lauren Gordon	✔
Physical Education	Louise Ortiz	✔
	Mark Landefeld (F)	✔
Physical Sciences, Math, & Engineering	Lisa Mesh	✔
	VACANCY
Social Sciences & Humanities	Emily Beggs	✔
	Nellie Vargas	✔
Student Development & EOPS	Melinda Hughes	✔
Curriculum Committee	Erik Woodbury	✔
Professional Development*	Dawn Lee Tu	✔
Administrator Liaison*	Lydia Hearn	✔
DASG Representatives*	Dimitri Yanovskyi	✔
	Adel Burieva	✔
Faculty Association Representative*	Mary Donahue	✔
Affinity Group Representatives*	Glynn Wallis, BFSA	✔

*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	✔
Michelle Fernandez	De Anza Student Trustee
Mallory Newell	Institutional Research
Moaty Fayek	Dean of Business/Computer Info Systems
Renee Augenstein	Articulation Officer
Brian Malone	Tenure Review Coordinator
Daniel Smith	Dean of Creative Arts
Eric Mendoza	Dean of Physical Education and Athletics	✔
Thomas Ray	Dean of Language Arts
Alicia Cortez	Dean of Equity and Engagement
Randy Bryant	Dean of Career & Technical Education (CTE)
Kathryn Maurer	Foothill Academic Senate President
Karen Chow	FHDA District Academic Senate President
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
Tabia Lee	Faculty Director of Equity, Social Justice & Multicultural Education	✔
Tim Harper	SSH