agenda college council tuesday, april 6, 2021 | 2:30 pm

Vision: We are recognized for inclusive excellence in teaching and learning, student success, and community engagement Mission: We serve the educational, workforce, and cultural needs of our diverse students and communities Core Themes: Transfer Education, Professional-Technical Education, Basic Education for Adults, Community Education & Training Values: Respect, Inclusion, Student Engagement

AGENDA College Council

Tuesday, April 6, 2021 | 2:30 PM – 4:30 PM | https://us02web.zoom.us/j/81280935746 • Meeting ID: 812 8093 5746 Members: Cheryl Allendoerfer, Fiel Cheever, Sunshine Cheng, Jenny Cu, Ric Doike-Foreman (Chair), Steve Eskridge, Paul Fernandez, Tom Genest, Eric Hamako, Sue Anne Lemkin, Alix Lewis, Lisa Malik, Norah Peters, Cheryl Roberts, Aimee Runtukahu, Lauren Sandven, Sunny Ybarra, Veronica Zura • Agenda Manager: Tom Genest Working Agreement: Collegiality, Respectfully Listening Without Interruption, Collaboration, Full Participation

Time Agenda Topic Outcome Process Presenter(s) Follow Up (what/who)

2:30–2:45

Welcome & Check In Welcome, connect with our colleagues and check-in

Share Ric Doike-Foreman

2:45–2:50

Changes to April 6, 2021 Agenda

Add/amend Share/ Discuss

Ric Doike-Foreman

2:50–2:55

Review & Approval of March 9, 2021 Meeting Summary

Add/amend &/or approve

Share/ Discuss

Ric Doike-Foreman

2:55–3:00

Open Comment Period Receive comments from the campus community


3:00-3:05 Updates: Policy Review Process • Policy 1013 (College-Authorized Affinity Groups)

Report back: “closing the loop”

Share/ Discuss

Cheryl Roberts & Veronica Zura

3:05-3:30 Policy Review Process • Policy 2301 (College Governance) Procedure

Workgroup breakouts Review/Discuss/Amend Veronica Zura

3:30–3:40

Vitality Break Refresh, connect

3:40-4:25 Policy Review Process • Policy 2301 (College Governance) Procedure

Reports from Workgroups

Share/Review/Discuss/Amend Veronica Zura

4:25- 4:30

Review & Adjourn

Improve meeting, clarify decisions/actions, ensure follow through on projects

Feedback Ric Doike-Foreman

https://intranet.shoreline.edu/college-council/





Notes:

Summary Notes from March 9, 2021 College Council Meeting – page 1 of 6 Notes begin on page 2


AGENDA College Council

Tuesday, March 9, 2021 | 2:30 PM – 4:30 PM | https://us02web.zoom.us/j/81280935746 • Meeting ID: 812 8093 5746 Members: Cheryl Allendoerfer, Fiel Cheever, Sunshine Cheng, Jenny Cu, Ric Doike-Foreman (Chair), Steve Eskridge, Paul Fernandez, Tom Genest, Eric Hamako, Sue Anne Lemkin, Alix Lewis, Lisa Malik, Norah Peters, Cheryl Roberts, Aimee Runtukahu, Lauren Sandven, Sunny Ybarra, Veronica Zura • Agenda Manager: Tom Genest Working Agreement: Collegiality, Respectfully Listening Without Interruption, Collaboration, Full Participation

Time Agenda Topic Outcome Process Presenter(s) Follow Up (what/who) 2:30–2:45 Welcome & Check In Recognition Share Ric Doike-Foreman 2:45–2:50 Changes to March 9, 2021 Agenda Add/amend Share/

Discuss Ric Doike-Foreman

2:50–2:55 Review & Approval of February 2, 2021 Meeting Summary

Add/amend &/or approve Share/ Discuss

Ric Doike-Foreman

2:55–3:00 Open Comment Period Receive comments from the campus community


3:00-3:10 Updates: Policy Review Process • Policy 4127 (Children on Campus) • Policy 4128 (Infants on Campus)

Report back: “closing the loop”

Share/ Discuss

Veronica Zura

3:10-3:30 Policy Review Process • Policy 2301 (College Governance)

Add/amend &/or improve Share/Review/Discuss Veronica Zura

3:30–3:40 Vitality Break Refresh, connect 3:40-4:25 Policy Review Process

• Policy 2301 (College Governance) Procedure

Add/amend &/or improve Share/Review/Discuss Veronica Zura

4:25- 4:30 Review & Adjourn

Improve meeting, clarify decisions/actions, ensure follow through on projects

Feedback Ric Doike-Foreman






Notes (Summary): March 9, 2021 College Council Meeting Present: Cheryl Allendoerfer, Jenny Cu, Ric Doike-Foreman, Steve Eskridge, Paul Fernandez, Tom Genest, Phillip King (Ex-Officio), Eric Hamako, Sue Anne Lemkin, Alix Lewis, Norah Peters, Cheryl Roberts (Sponsor), Aimee (Tio) Runtukahu, Lauren Sandven, Sunny Ybarra, Veronica Zura Not in Attendance: Dawn Beck (Ex-Officio), Sunshine Cheng, Fiel Cheever, Lisa Malik Chair: Ric Doike-Foreman • Vice Chair: Tom Genest Recorder: Lori Yonemitsu

WELCOME & CHECK-IN Ric welcomed members to the meeting of March 9, 2021. CHANGES TO FEBRUARY 2, 2021 AGENDA None. REVIEW AND APPROVAL OF FEBRUARY 2, 2021 MEETING SUMMARY Eric shared that the notes did not include that he had advocated for “shared governance” in the College Governance policy and against revisions to the policy that would remove “shared” and leave only “participatory governance.” Regarding the February 2, 2021 meeting summary, as amended:

• 10 (of 11) voting members present: Thumb(s) up (affirmative). • 1 (of 11) voting members present: Thumb(s) down (negative). • 0 (of 11) voting members present: Thumb(s) sideways (abstain or neutral).



OPEN COMMENT PERIOD None. UPDATES: POLICY REVIEW PROCESS – Policy 4127 (Children on Campus) • Policy 4128 (Infants on Campus) Veronica “reported back” on policies 4127 (Children on Campus) and 4128 (Infants on Campus). The Board of Trustees approved both policies at the February 24, 2021 Board meeting and expressed interest in hearing about the Infants on Campus program after the conclusion of the program’s first year. Veronica thanked members for bringing input from the campus, to the College Council. POLICY REVIEW PROCESS – Policy 2301 (College Governance) Cheryl R. and Veronica went over the College Governance slide deck (attached), and recapped information presented to the College Council during the Fall quarter on: Governance in the SBCTC System; Governance at Shoreline; Policy Process Chart. Veronica pulled up the policy 2301 (College Governance) “side-by-side” document containing the current policy in the first column and the revised policy in the second column. She went over comments from the workgroups and the College Council that were captured on the document from the February 2 meeting, and also captured changes based on the College Council’s March 9 discussion. Cheryl R. shared, “We want to collect all the questions and come back to the comments again and again. There will be a lot of back and forth. The Executive Team (ET) tries to stay as focused on what our current state is and bringing best practices into how governance works. The procedure is the operational piece of the policy.” Phillip added, “The work of this group will be important as we track all of this. Tracking the elements over the long term and how we get feedback, is important.”



POLICY REVIEW PROCESS – Policy 2301 (College Governance) Procedure After individually reviewing the policy 2301 procedure, the College Council discussed the procedure.

Questions, Comments Response(s) Community members are not included on the draft Cheryl R.

Need to have a deeper conversation of what this looks like. Community members are not typically included in a governance structure. Community members are involved via advisory committees and the development of the strategic plan. Typically, in the governance of the college (operation of the college), the community is not a constituency group. Governance relates to how decisions are made and how we set expectations for ourselves.

Tom (from the Chat Box) As I read over the draft for 2301, I have some concerns /questions that I think will be challenging for faculty to get on board with. Mainly, the faculty senate bylaws state that faculty senate reviews/ recommends /oversees the Grading Policy. Does the current language in the procedures "related to academic and other faculty topics that are not already the province of other College authorized groups or bodies" mean that the Grading Policy/ and grading in general is still the focus of the faculty senate's work? What is the difference between the Instructional Council and the Faculty Senate's work on academic matters/grading?

Cheryl R. Faculty Senate usually has a specific role, so it has full range of faculty voice(s). Some Instructional Councils include students, administrators, faculty, and classified voices and relate to the instructional work of the college. Phillip Depending on the college, different versions of a Faculty Senate or Academic Senate which overlap with an Instructional Council, exist. There are a lot of configurations.



Tom Curious about the work of an Instructional Council in terms of approving policy. Or, are they recommending changes?

Phillip Open to what an Instructional Council would look like. For consideration…expected procedural vote? Maybe or maybe not. Many governance systems have the same voting structures across the board. Cheryl R. Regarding policy review and input, the College Council would do some; the Faculty Senate would do some; the Strategic Planning Budget Council would do some. Want to have a functional system. Want to make sure that what is proposed is beneficial to the constituents served. The NWCCU is very clear on policy review. Governance process decision-making process.

Eric (from the Chat Box) Re: Steering Committees: Presuming that Committees and Councils that are NOT Steering Committees also do work that supports the strategic plan and goals of the College, what's the categorical overlap with these proposed "Steering Committees"? Re: Sponsors: Does the Faculty Senate Council currently have an ET "sponsor"? Is the College proposing that the FSC have an ET sponsor to "provide leadership" to the FSC? Re: Constituency Groups: Does "Constituency Groups" refer only to students appointed by ASG? Not to all students? Re: Prof-Tech Advisory Committees: Where do those fit within the categories defined in Definitions? (Would Prof-Tech Advisory Committees be considered a Compliance Committee?)

Cheryl R. Faculty Senate is like the ASG (Associated Student Government) and typically, not encumbered by other work (e.g. policy review). What makes the best sense? In terms of governance, you want to have the voices that will be impacted by decisions and determine type of composition, type of work, etc. These are great questions. Steering Committees related to the work of the strategic plan and gave recommendations to the Executive Team (ET) to operationalize. Guided Pathways, while essential work, is not a Steering Committee. The Faculty Senate does not have an ET sponsor. Phillip Regarding Faculty Senates, I have seen various iterations and they operate very independently.



Tom (from the Chat Box) @Eric - the Faculty Senate doesn’t have an ET sponsor. The general feeling is that the FSC should have autonomy, so that its work happens independently.

Eric (from the Chat Box) @Tom: I agree. But that doesn’t seem clearly indicated in the definitions in the ET Draft. p. 3: “College Council is comprised of” should be “is composed of” or“comprises”Ric (from the Chat Box) Section 3.c.i - refers to all executive level positions. There was no definition of Executive Level positions.

Section 3.d.i - steps that recommendation provided to the president, but actual recommendations go to ETeam for further discussion. Should there be a distinction made for clarity? Lauren (from the Chat Box) How is an academic unit defined? Division?

Phillip An example of the definition of an academic unit at Shoreline: The Faculty Program Chair (FPC) structure. ctcLInk defines academic unit differently.

Based on their experiences at other colleges, Cheryl R. and Phillip noted that the requisite conversations and work on college governance, takes approximately a year. “Key to all of this: understanding it; how decisions are made; how decisions are communicated.”

REVIEW & ADJOURN

The meeting adjourned at 4:27 PM.

1

College Governance

1

Understanding Governance within a

State Community & Technical

College System

1

2

2

Governance in the SBCTC System• Governor

• Board of Trustees

• President

• Executive Team

• Councils

• Steering Committees – Strategic Planning

• Committees

• Workgroups, Ad hoc/TaskforcesNote:

• SBCTC Board create policies to distribute the allocation model, grants, and approve programs and degrees

• SBCTC Staff provide support to the 34 community and technical college districts

The Governor appoints all BOT members

with specific responsibilities to:

• Act as a committee of the whole

• Conduct its business at scheduled

public meetings

• Set the vision and mission reviews the

overall performance of the College

• Approve and shapes all policies

• Ensure fiduciary health – approves

budget

• Review tenure-track faculty and grant

tenure

• Delegate all operational functions to

the president

• Hire and evaluate the president

Governance The BOT hires the president and delegates

specific authority and accountability to:

• Administer the College to accordance to

applicable laws with policies approved by the

BOT

• Achieve mission fulfillment

• Recommend policies to achieve mission

fulfillment

• Ensure fiscal health of the College

• Approves hiring of employee (except granting

tenure)

3

4

3

Governance at Shoreline Review of current ET, Council, Committee Structure

President – ET

1. Receives recommendations

from areas of delegated*

authority.

2. Responds to questions

through administrative groups,

councils or committees.

3. Finalizes and approves

recommendations and

communicates decisions to

each constituent body.

Councils

1. Conducts policy reviews and

updates.

2. Reviews appropriate scope of

work outlined in the charter and

makes recommendations to the

President.

3.Identifies new and reviews

current policies/procedures and

provides recommendations to the

President.

Steering Committees/

Committees

1. Guides assigned committee

work with recommendations to

appropriate ET member.

2. Receives direction from

President/ET on

recommendations.

3. In cooperation with key

administrative units,

completes and reports on work

of committee.

Policy Process Chart

5

6

https://shorelineccwa.sharepoint.com/:w:/r/sites/ET/_layouts/15/Doc.aspx?sourcedoc=%7b4A229B83-4616-4306-AF95-892FD5522E5A%7d&file=POLICY%202301%20Governance%20Draft%20Comments%20July%2010%202020.docx&action=default&mobileredirect=true

4

Policies & Procedures

https://www.shoreline.edu/about-

shoreline/policies-procedures/

Governance at Shoreline Review of current ET, Council, Committee Structure

Three Councils with sponsors for each:

College Council: Advisory to the President (Sponsored by the President)

• Focal point of College governance and policy review

• Serves as a forum where all members of the College community, either directly or through constituency

representatives, can provide input, or can thereby influence College governance, policies, and planning

Faculty Senate Council: Advisory to the President – (Sponsor is the VP for Student Learning)

• Promotes discussion and deliberation of academic standards that broadly affect the college.

• Decision-making responsibility on certain issues and academic policies described in the College policy

• Serves as forum for faculty to exchange ideas around instruction

Strategic Planning and Budget Council: Advisory to the President –( Sponsor is the VP for BAS)

• Advises the President and Executive Team to ensure (1) alignment of resource allocation with the College’s vision,

mission, core themes, and strategic plan and (2) transparency in the budget process

• Assists the Executive Team in reviewing the College’s strategic plan and in recommending mid-course adjustments

7

8

https://www.shoreline.edu/about-shoreline/policies-procedures/

https://shorelineccwa.sharepoint.com/:w:/r/sites/ET/_layouts/15/Doc.aspx?sourcedoc=%7b4A229B83-4616-4306-AF95-892FD5522E5A%7d&file=POLICY%202301%20Governance%20Draft%20Comments%20July%2010%202020.docx&action=default&mobileredirect=true

5

Governance

• Any questions that you have about the governance structure?

• What is your role in helping the campus understand the governance structure and their role within it?

9

agenda college council tuesday, april 6, 2021 | 2:30 pm

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