November 9, 2020

Approval of Agenda and Minutes from November 2, 2020 Meeting

• Agenda approved.
• Minutes approved with name correction.

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

Louise: Athletics Department is piloting electronic progress reports to improve Equity gaps and support of DA student-athletes. They are piloting the electronic progress reports with REACH (Reading, English, Athletics, Counseling, and Humanities) and FAST (Football Academic Success Team) Program participants. With Covid, they have transitioned from hard copy to fillable pdf that has not worked well. The plan is to utilize electronic progress reports for all DA sports teams in the future. Instructors with students in these programs will receive the email this week with the link to complete the form.
 This should be easier for instructors and provide better support for students.

Needs and Confirmation

Appointment of two faculty to Hiring Committee for Vice Chancellor of Human Relations

Two faculty volunteers
Cynthia Kaufman, Equity and Engagement, VIDA, Full-time Tenured
Vernon Gallegos, Creative Arts, Dance & Theatre, Full-time Tenured

Mary Sullivan motion to move forward with volunteers, Terence seconded. 18 yes, 0 no, 1 abstain. Confirmed.

Proposed Composition of the Committee:
Joe Moreau, Chair
Dawn Lee Tu, EEO
Isaac Escoto
2 De Anza faculty; 2 Foothill faculty; 5 classified professionals
in consultation with Kevin Metcalf, Pat Hyland, Raquel Puentes-Griffith, Rob Mieso, Laurie Scolari, Elias Regalado, Christina Espinosa-Pieb

Standing Committee updates

Campus Facilities Committee
Meeting minutes from Nov 3rd meeting are not yet posted.
The meeting included a presentation of the Facilities Master Plan process with discussion and review of existing conditions, identification and definition of campus building usage, vehicle/pedestrian circulation, status of current buildings, areas of issue, need, and concern, future learning environment (COVID) needs/restrictions.
Members were encouraged to tour and walk through campus to get a current and refreshed view of campus.
There are challenges, things have changed. A quod was on the master plan, then Flint Center happened.
Impressed with the team; they are listening, interested in hearing from everyone and being realistic about the situation.
Contact Mary S and Pam Grey with questions and comments.

Student Services Planning and Budget Team (SSPBT)
Last Thursday’s meeting was devoted exclusively to developing the criteria, an instrument for this year’s program review. Michele LeBleu-Burns gave a presentation on a standardized program review mode used by the Council for the Advancement of Standard for Higher Education (CASE), This type of program review is a self study format that is introspective and self reflective. It uses cross examination where different departments would form teams to review other departments. This year will be the 4th in a 6-year program review cycle. There was interest in this kind of review. This presentation and powerpoint will be on the SSPBT website. The planning budget team will be working on this time intensive process.
Mary Pape asked about Program Review for faculty. Other schools do cross examination and review each other’s program reviews.
In the past, SSPBT has used a process where teams would review and prioritize, evaluate and discuss. This particular process works more like a site team model, not reviewing finished product but actual observation, evaluation by another department
Their matrix does resemble instruction that include SLO along with equity matrix.
Mary P: Instructional side may take a year for reflection this year
Kevin mentioned the Planning Quilt. In the greater accreditation cycle, this is Year 4 in the comprehensive program review cycle.

Tech Committee
Technology Committee – Technology Plan is due for an update. They had a plan for 2020 that would have started with a survey in Jan-Feb, that would have helped them to write a new plan for 2020-2023. However, covid got in the way. With many other surveys, the committee held back the survey for technology plans. There will be a survey going out to students, administrators, classified professionals, and faculty after Thanksgiving. The survey will have slightly different questions for each group. They hope to have the plan in place by spring 21. The survey will be open for two weeks.

De Anza Associated Student Body (DASB)
Topic: DASB TOWN HALL 

Time: Nov 20, 2020 04:00 PM Pacific Time (US and Canada)


RSVP for Students (for privacy and safety): https://forms.gle/J72dwFBTQJ7jSQzKA


Zoom Link JUST for faculty, staff, admin, please do not share to students, Zoom link will be shared to them separately after their RSVP:

https://fhda-edu.zoom.us/j/96560120011

DASB Townhall has been moved to next Friday to ensure students are able to attend the LEAD Mental Health Event this Friday
Student representatives on the Facilities Committee are advocating for affordable housing for students on campus
DASB Senate has also stopped holding elections until the winter quarter in order to focus on diversity and ensuring there are DASB senators from underrepresented groups to advocate for their needs.


Curriculum Committee
New Area F requirements for CSU GE pattern
CSU has approved a new Area F for GE requirement in Ethnic Studies. Challenges for Curriculum include specific requirements like a new prefix for approved Ethnic Studies courses. Curriculum has to get everything in place to start offering these courses in Fall 21. There are ongoing discussions for alterations at the CSU state level. De Anza has some courses to submit for CSU Ethnic Studies approval. Departments and divisions with courses to submit for CSU Ethnic Studies approval should send a memo to the Curriculum Committee by Wed December 2. Courses have to be submitted in early February.

Timeline for 5-year course revisions and eLumen rollout
The schedule for piloting eLumen in Fall 2020 has been delayed. All the updates and revisions this year have to be done twice, double entry. First in ECMS, then in eLumen.
Required submission for UC and/or CSU/IGETC revision courses (102 course) and the CSU GE Area F-Ethnic Studies courses. They may include CTE courses, certificate or degree programs as mandated by industry or State regulations, as well as other urgent transfer degree programs, course or certificate/degree programs.

All paperwork due Wednesday December 2. They will open up ECMS for those course revisions. Final deadline February 3.

List of courses up for 5 year revision are posted on the Curriculum website.

Distance education, Online requests.
There is an urgency for approving the fully 100% online courses for winter and spring. The 5-year course revisions, could indicate the 100% online as emergency only. Any course could have the fully online and hybrid forms. Hybrid forms are not being prioritized at this time.

Lorrie: Update the Fall 2022 5-year revisions with the same range as in the past with the usual explanation.

Courses offered as credit/non-credit need to have separate paperwork; just like cross-listed courses.

Lorrie explained the reasons for the delay in conversion to eLumen.
The college had intended to move forward fully with eLumen this Fall. However, the pandemic has caused a setback. The curriculum team had been working tirelessly for the set up, handling all the paperwork manually for the past cycle and preparing for the new system. They want a smooth transition into the new system that will be used not just for curriculum, but also for SLO, program review, catalogue, etc. It is important to get the information and data correct in the front end.
ECMS is a very old system and very different from the new system.

Pulse of the Campus Data Presentation: Student Feedback on Online Learning Survey

Online Learning Survey PPT

Presentation on student feedback on online learning survey conducted Fall 2020, by De Anza College Researcher Mallory Newell

Fresh new data from the survey sent out in September to all students enrolled in spring and summer quarters. These students would have had at least one quarter of fully online instruction. Survey sent via online link and open for 2 weeks.
The survey collected 1219 responses, 6% of the total student population.

Survey Result
Preference for Online Learning Format
1st choice; no schedule meeting
2nd choice; mixed format
3rd regularly scheduled meetings
Those preferring mixed format; preferred meeting half of all class meetings.

Preference for Office Hours
1st and 2nd choice also preferred mixed format, available to answer emails and available during set time online.
3rd choice: face-to-face online
Email or online messaging was not preferred. Leaning toward some type of face-to-face interaction.

What made you feel most supported and connected?
Consistent and timely communication with the instructor
Empathetic, flexible, and helpful instructors
Peer support

What was most challenging about online learning?
Difficult adjustment to remote learning
Lack of instructor communication and support
Instructors not adequately prepared for teaching online.
(Need for interaction with instructors and peers.)

Success Rate by Modality
Hybrid class has the highest success rate.
Success means A-C grade.

Online Success Rate and Disproportionate Impacts
There are disproportionate impacts for African American, Flipinx, Latinx, Native American, and Pacific Islander students. Face to face courses show DI for African American, Latinx, and Pacific Islander students.

There was a request for future surveys to make a distinction for Southeast Asian students who also face significant barriers.

Level of Interaction with Instructors
75% felt that that level of interaction with instructors was sufficient in ‘all” or “more than half’ of their courses.

Online support
58% felt that the online support received outside of class was sufficient.
(tutoring, library services, financial aid assistance, counseling, etc)
Many did not know about the online support for counseling-psychological, health services, assessment, emergency financial resources, food assistance, library, and tutoring.

Peer interaction improves online learning outcome and can be done synchronously and asynchronously.

Did the gap in students knowing about support (health) services reflect what we note when we are not remote?

In previous surveys, students did indicate the need for psychological help and were not aware of the services.
Most students prefer to get notification through email over text.
Are success rates for online classes affected by higher enrollment rates or drop rates?
Enrollment up is 1%; success rate increasing for all groups; drop rate has been decreasing for all modality.

Asynchronous has a negative effect on men of color or students of color. That makes them less successful in a remote environment.

Are there any plans to get the response rate up to a point where this data could be statistically significant?

It is a challenge to get more responses. Options could be to target specific audiences or offer incentives.

Constitution & By-laws Review

• Continuation with the Constitution and By-laws review.
• The group has already gone through the Community Agreements for a Safe Inclusive Dialogue. There is a suggested Timeline and Process for Review of Constitution and By-laws.
• Revising the Constitution is a major project. Therefore, the discussion may extend beyond the timeline to make sure things are done right.
• The group is working on interactive documents through Office 365 where comments and proposed revisions can be recorded.
• Discussion on the composition of the executive committee and voting members.
• Cynthia withdrew her motion to include 2 voting members from DASB; Kimberly confirmed that DASB would prefer its current associate member status but advocates for 3 advisory votes. The advisory votes wouldn’t technically count, the same way they don’t on the Board of T
rustees. 
• Although there is support for having student voices, there is enough trouble with remote voting, keeping track of voting members and who has voted; adding another voting process would be ill advised at this time. The student viewpoints are valuable. DASB reps could make statements during debate. A non-binding vote process seems unnecessary. 
This suggestion needs some more thoughts and refinement.
• "Associate Membership" is the current structure in the Constitution.
• Current associate membership include Administrative rep, Lorrie Ranck, FA rep, Bob Stockwell, Classified rep, Scott Olsen, and DASB rep, Kimberly Lam. 

• Cynthia presented a first draft of Academic Senate Representation Proposal on determination of voting membership. There were deep concerns over lack of representation from certain areas, especially from the embedded counselors. Those who worked on the proposal included Felisa Vilaubi, Kevin Glapion, Dawn Lee Tu, Mary Pape, Karen Chow, and Cynthia Kaufman. 
• ‘The general principle will be two senators per division. Because the faculty carry the interests of the students they work with, and because the Academic Senate is committed to equity,areas that carry the interests of our most marginalized students will be ensured to have representation...Because there are a few faculty in small areas, those areas may have one representative each.’
• The By-laws section listed the representation from the different areas.
• Discussion and clarification on embedded counselors.
• There are 23 embedded counselors; they are division specified; some are active in divisions, but it is hard for them to feel connected, to be identified with a division and to be division reps. They don’t participate in department meetings nor have access to information, and they are not discipline experts.
• Discussion on factors that determine the number of representatives for each area or constituency.
• The mission of a college should be putting students in the middle of all decisions. The Senate should be representing students. Counselors work with the most marginalized and under-represented student groups and are involved in programs that work to close the equity gap.
• Kevin: DSPS has 15 faculty and curriculum in 4 different areas. The entire institution filters through DSPS in terms of their role and accommodation. They have had 2 voting members until this year for 46 years. 
• Some of the embedded counselors, like International Students, Men of Color, Veterans, do not report to any instructional division, but to Nazy under Admissions and Records. Without change in the Constitution, none of those counselors can apply for representation at the Senate. This would allow all faculty to serve as voting representative.
• Student Development is Student Life, EOPS, Student Health Services, DASB. 1 representative is sufficient for Student Development.
• Cynthia; The reasoning for this proposal is based upon the assumption that the representatives come to this body bringing their expertise and experience of working with students. All student constituencies and interests should be represented and have a voice.
• Louise; although it is a small group with 23 counselors but the number students served is huge and it is vital to bring the various perspectives to the table; whether it is one or two seats, the embed counselors should be included. 
• Kevin; for 46 years DASB has had representation; Counseling is responsible for all Liberal Arts degrees and certificates.
• Ishmael also supported everyone to be included and represented; he pointed out the language ‘will’ and ‘may’ in “For the Constitution” could be open for interpretation. Cynthia agreed and will take out the last two sentences.
• Scott: The Classified Senate after polling its membership, has changed “classified staff” to “classified professionals.” They would appreciate that change be reflected in AS governing documents.
• Ishmael went on record to advocate keeping Robert’s rule of order and not diluting it in any way for form. He has no problem with the need to be more flexible.
• Proposed change to include language around the process and conditions for removal from office; particularly for the elected officers.
• Kevin: most professional organizations have a code of conduct, code of ethics; what is expected behavior.

Good of the Order

• Terrence: Wednesday is a holiday to celebrate Veterans 
• Scott: Upcoming 403b Wise Events
• https://403bwise.org/events
• Non-profit focused on helping educators understand and avoid retirement planning pitfalls
• Karen reported on the statewide Academic Senate plenary. The joint senates recommendations were approved. There was robust discussion of the new Area F, Ethnic Studies graduation requirement. The final approved resolutions will be published in 2 weeks.
• Arts and Activism: the series is growing; people are planning more events and making them available to the campus. https://www.deanza.edu/arts-and-activism/
• Drama of the election has calmed down; focus on courses; make time for self care; do something joyful and restful.
• Thanks to Bob Stockwell for all the motivation for the election.
• Terrence motioned, Mary S 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	✔
	Barbara Dalke*	✔
	Kevin Glapion*	✔
	Anita Vazifdar	✔
Creative Arts	VACANCY
	Elizabeth Mjelde	✔
Equity and Engagement	Cynthia Kaufman	✔
	VACANCY	✔
Intercultural/International Studies	Anu Khanna	✔
	Marc Coronado	✔
Language Arts	Shagun Kaur	✔
	Lauren Gordon	✔
Physical Education	Louise Madrigal	✔
	Rusty Johnson	✔
Physical Sciences, Ma  th,& Engineering	Cheryl Balm (Fall) Lisa Mesh (W & Sp)	✔
	Terrence Mullens	✔
Social Sciences& Humanities	Rich Booher	✔
	Nellie Vargas	✔
StudentDevelopment & 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
Christina Espinosa-Pieb	VP of Instruction
Rob Miesa	VP of Student Services
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)
Thomas Ray	Dean of Language Arts
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

Other Guests: Monica Ganesh, Scott Olsen, Noemi Teppang, Felisa Vilaubi