Planning

2012-13 Comprehensive Program Review Process – Roles, Responsibilities and Timelines

Revised by Program Review Committee, Jan 9, 2013

·          CPR Framework

o    Developed by the Planning/CPR Task Force - Approved January 2013

o    CPR Results Summary for instructional programs presented to chairs and program managers in August

·          AUP Process: January – February

·          Programs respond and oversight groups create validation rubrics - due by February 28

o    Departments and programs respond (CPR Response Form)

o    Program Review Committee establishes Validation Framework and Rubrics for college programs

·          Oversight groups/validation committees apply validation frameworks and rubrics to CPR results, generating the following outcomes, by March:

o    Validation teams (4 person teams: 2 faculty - 1 from EPC, 1 Administrative Services, 1 student services) review each department/program

o    Teams complete validation rubric

o    Teams generate commendation and recommendations for each department/program

·          Results of program review: Use of Validated Results, April

o    Validated results (i.e., "improvement plans") become unit goals for Planning Process (December - January)

§   Unit goals are tracked in the planning process

§   Unit goals are updated annual in planning process

§   Unit goals are the basis for AUP requests/resource allocation

§   Resource allocation is based on the prioritization

o    Summary of "themes" by SMP Task Force (commissioned by Planning Committee) = internal scan, part 1

§   Close existing SMP: Final outcomes and results

§   Provide data and plans for use in revising the college mission

§   Provide data and plans for use in developing new SMP goals

o    Creation of college priorities based on themes analysis (determine responsibility)

·          Internal scan part two: what do members of the LACC community think (surveys) – March-April

·          External scan:  March-April (using District model and new District SMP)

·          Vision and Mission processes and retreat: May

·          Strategic Plan Goals articulated: June

·          Write new SMP: June – August

·          Approve new SMP: September - October

1. Meetings
   1. Meeting Times
      The SGC Planning Committee meets the 3rd Monday of each month, 12:30 p.m., in the PCR
   2. Quorum
      A quorum will consist of 50 percent of the voting members plus one (6) with at least two of the three constituencies (faculty, students, and administrators) represented.
   3. Open Meetings
      All meetings of the committee will be open and public.
   4. Conduct of Meetings
      When a vote is taken, it will be a roll call vote, except in the case of the election of a chair or an objection.
   5. Selection and Duties of committee chairs
      1. At the last meeting of the fiscal year, a member of the SGC Planning Committee will be elected as chair by majority vote for the following year (co-chairs may be elected). The chair position(s) are renewable.
      2. The duties of the committee chair(s) are to:
         1. Prepare the agenda for meetings
         2. Preside over the meetings of the SGC
         3. Keep records of proceedings for the year
         4. Communicate with SGC Planning membership
         5. Ensure accuracy of SGC Planning website
         6. Report to SGC at monthly meetings
         7. Prepare Annual Assessment Report
   
   
2. Agendas
   1. Agenda Building
      Items may be placed on the agenda in the following ways:
      1. Standing items including regular meeting items such as review and approval of minutes
      2. SGC Planning members may request that an item be placed on the agenda by submitting it to the SGC Chair(s) 48 hours prior to the next regularly scheduled meeting.
      3. At the outset of a meeting, a member may request the inclusion of an item for discussion.
      4. Campus members who are not members of the SGC Planning Committee may request that an item of concern be placed on the agenda by contacting their representative prior to the next regular scheduled meeting.
   2. Agenda Order
      The normal order of the agenda for SGC Planning meetings is as follows:
      1. Call to order
      2. Approval of prior meeting?fs minutes
      3. Old business, new business
   
   
3. Decision Making/Recommendations
   1. Decision Making
      The SGC Planning Committee arrives at shared decisions in a collaborative manner following the processes used by SGC of clarifying and organizing the shared governance structure so that planning is based on coordination as it relates to the college?fs stated goals and objectives. All planning is instituted through a representative, coordinated process that is designed to function in a collegial manner.
   2. Recommendations
      Information and proposal are forward to the SGC Chair in advance of regular SGC meeting for placement on the SGC agenda.
   
   
4. Communications
   1. Notification
      A clearly labeled agenda will be distributed to SGC Planning members prior to each meeting. The agenda will include the time and location of the meeting with an invitation to all interested parties to attend. Clearly labeled meeting minutes will be distributed to SGC Planning members. Agendas, meeting minutes and meeting material will be posted to the LACC web site. A written report will be provided to SGC at the monthly SGC meeting.
   2. Reporting to Constituents
      Members will be responsible for keeping their respective groups informed regarding SGC Planning activities by reporting back to those bodies and eliciting input regarding items under consideration.
   3. Annual Report
      The Annual Committee Assessment Report will be prepared by the SGC Planning Chair, discussed and approved by the SGC Planning Committee, and forwarded to the SGC Chair for inclusion in the SGC Annual Assessment Report.
   
   
5. Assessment Strategy
   The Assessment document will be reviewed at least once every two years. It may be amended by following the by following the by-laws?f guidelines in the latest edition of Roberts, Rules of Order.
   
   
6. Committees/Subcommittees/Task Forces/Workgroups
   College-wide Program Review Subcommittee
   
   
7. Plan Linkages
   The Shared Governance Planning Committee is responsible for creating and monitoring the Strategic Master Plan and monitoring college-wide program review.

1. Faculty Representatives (5)
   Chair, Educational Planning Committee, SGC and Co-Chair SGC Planning
   Chair of SGC Director of Staff and Organizational Development
   Vice President of Academic Senate and Curriculum Chair
   Coordinator of Student Learning Outcomes
   President of Academic Senate
   
2. Student Representative
   Vice President of ASO (1)
   
3. Administrative Representative (4)
   Dean, Academic Affairs, SGC and Co-Chair SGC Planning
   Vice President of Student Services
   Vice President of Administration
   Vice President of Academic Affairs
   
4. Ex-Officio and Resource (3)
   College President
   Dean, Institutional Effectiveness (Resource)
   Dean, Student Services (Resource)
   

Expectations of SGC Planning members are based on expectations for members of SGC and include the following:

1.      Members possess an open mind regarding planning and are willing to develop a college-wide perspective and an understanding of constituencies other than their own.

2.      Members are willing to commit to active and regular participation in SGC Planning meetings and activities.

3.      Members keep lines of communication open among SGC Planning members and other SGC members as well as individuals outside the SGC regarding planning issues and developments.

4.      Members observe standards of ethical conduct.