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Chancellor’s Administrative Staff Council Meeting Notes

Monday, April 17, 2017 2:30 p.m. – 4:30 p.m.

‘Ilima 202A Facilitator: Louise Pagotto

Administrative Staff Members: Brian Furuto, Carol Hoshiko, Brenda Ivelisse, Susan Kazama, No‘eau Keōpūhiwa, Nāwa'a Napoleon, Patricia O’Hagan, Louise Pagotto, John Richards and Joanne Whitaker Members Absent: Joanne Whitaker Guest: Veronica Ogata and Sunny Pai

AGENDA ITEM DISCUSSION ACTION/ RECOMMENDATION

Previous Meeting Notes Review & approve Apr. 10, 2017 meeting notes

The meeting notes were approved.

New Business ACCJC Conference Report – Louise P., Susan K., No‘eau K., Sunny Pai, Veronica Ogata

• Takeaways: o Our college is not unique. We are struggling with similar issues as other

colleges. o Many colleges were successful in pulling themselves out of being

sanctioned. o Initiative fatigue is common among schools. o CCSSE – using this data and cross-walking it with accreditation standards. o An idea to encourage staff involvement is by compensating them. o Institutional Effectiveness - a common issue among colleges is getting

important reports to be readily accessible. Perhaps get OFIE to produce data by departments.

o Faculty are responsible for improving teaching and learning, but ultimately the Chancellor is the decision-maker and is responsible in meeting accreditation standards.

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AGENDA ITEM DISCUSSION ACTION/ RECOMMENDATION

o One college was successful due to their Institutional Effectiveness person playing a big part in accreditation. Perhaps we should have our OFIE dept. do the same.

o Vern and Lynn who’s writing standard 2A about instructional programs, and are working on the gaps, believe that maybe using the QFE and action improvement plan smartly and strategically, could bring the college where it needs to be with accreditation.

o When you want people to change, you must make it easy for them to change. We need to do whatever we can do to simplify our approach in gathering the information, or the plan. It will be revised and need to be partitioned.

o We should celebrate the people who are doing great work on our campus. • Overview of Commission:

o How to make improvements in the commission? Some may have seen some of the improvements at the conference where ACCJC will be using kinder, gentler, better-improved, more listening tactics.

o The President search is going on right now, final selection on June 28-29, possibly have someone in place by Fall. There have been 30 applicants so far.

o WASC (the overall entity for WASC Senior and Junior) preparation has been dissolved. ACCJC will be separate from WASC.

Council of CC Chancellors Debrief – Louise P.

• See Appendix A (CCCC Notes) • Legislative update:

o Restriction for this year’s budget is $364,277 (excess on our required 5% accreditation rainy day fund).

o Lecturer’s time is now accounted for via T.E.vs. credits. o The amount we are receiving from the system is $361,000, so we end up

only paying $3,000. o Ron T. has made big efforts in reducing Culinary T.E.

Admin Leadership Feedback Event – May 5 – All

• No one will be singled out. There will be no Q&A. • We will focus on the demographics and who is represented in the survey. Majority of

responses were not in the unit of the administrator and had moderate to no interaction with the administrators. Those who were outside of the departments rated the administrators much more negatively than the people inside. The more contact they had with the administrator, the more positively rated they were.

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AGENDA ITEM DISCUSSION ACTION/ RECOMMENDATION

• Many people don’t really know administrators job duties. Maybe we should do a better job in helping them understand what our roles are. We cannot change things overnight, but we can start with putting things in writing.

Manele/Manono Space Planning – Susan K.

• We need to discuss long term plans for space planning for students, student success, and other issues. There is wasted space in Manono/Manele, students should be inside the building, not outside, etc.

• There is a facilities use policy that needs to be passed. • Continuing Ed is occupying the rooms at the end of Manono building. Carol H. has

distributed a CE overview plan and requested for admin support for Cont. Ed. The currently vacant spaces in the building are due to be filled. (See Appendix B)

• Carol H. offered the office in Manono that Shirley is currently occupying as a short-term solution for now, until the other positions are filled.

• Suggested to inform VCAS and Chancellor of all free spaces on campus and not just give them out.

• Scheduling of rooms is also an issue. • Review the policy. Push the policy.

• Short-term solutions: Shirley to relocate in Manono; allow student mentors to work in the office in the middle of Manono bldg.

• Long-term solution: the facilities use policy; Manono- re-envision and reconfigure the interior as part of the Title III renovation (conversations to start this summer).

• Review the policy. CAC Meeting for ARFs – June 13? – Louise P.

• Confirming if everyone can attend the CAC meeting on June 13th.

HAR Chapter 12 – Parking and Operation of Motor Vehicles – Brian F.

• There was a discussion stemming from November with all 10 campuses about parking. Parking is managed by the Hawai‘i Administrative Rules. Under HAR Title 20, Chapter 12, is University of Hawai‘i parking operations. President Lassner asked OGC to clean up and revise the HAR. We need to keep Chapter 12. This affects all campuses. There’s a proposal to the BOR to have one set of parking rules applied to all campuses.

• OGC asked BOR to remove any fines from the HAR and treat it as fines and fees in everything else. The BOR said no. When we want to make a change to fees, we need to go through the HAR process.

• All campuses are going to be working under one set of parking rules. Each campus will have separate fines and fees structure.

• We will start charging for the EV stalls on campus. Maui CC did a study and they spent approximately $16,000/yr. for 6 stalls.

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AGENDA ITEM DISCUSSION ACTION/ RECOMMENDATION

Prof Dev. Requests – Dan Swift, Gail Asada, Bob Vega

• Received 4 Professional Development Training Requests: o Dan Swift o Gail Asada o Bob Vega o Nawa‘a Napoleon, Lisa Kanae, Frank Noji

• Dan Swift – use alternative funding (i.e. Faculty Dev. Council).

• Gail Asada – deferred.

• Bob Vega – approved.

• Nawa‘a N., Lisa K., Frank N. – approved.

Admin Updates • Service Learning – How do you define Service Learning? What are the requirements for Service Learning courses? This may be a big opportunity to increase numbers in the strategic plan regarding service learning. Patricia O. will be working with Bob Franco on this.

• Admin Staff Retreat – we are changing the date of the retreat since we are having trouble scheduling everyone to attend. Will will be sending out a calendar for everyone’s vacation schedule.

• John Morton (being on the negotiating team for the new UPA contract regarding criteria for dept. chairs) - currently, you must be rank 4 or 5 to be eligible to serve as dept. chair. If no one is available, get someone from another unit or at a lower rank and be acting chair for 2 years. What’s being proposed – dept. chair should be tenured. If not, they should be rank 4 or 5. If no one is available, someone from outside the dept. can be appointed as chair. In extraordinary circumstances, UH will meet with UPA to discuss alternatives.

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Appendix A

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Appendix B

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