February 28, 2022

Approval of Agenda and Minutes from , 2022

• Mary D moved, Tim H seconded to approve both minutes and agenda. No objection.
• Agenda and minutes approved by unanimous consent.
• Mark reminded the Senate about the need to take a vote to continue virtual meetings. 
• Shagun moved to add to the agenda a discussion on the Brown Act and a vote to invoke AB361. Lisa M seconded. No objection. Unanimous consent.
• Cheryl: The Brown Act item will be discussed after Public Comment.

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

• Dawn expressed gratitude for Alicia Mullen for her service in the Conference and Travel Fund Committee since fall 2019. Alicia has been a wonderful representative for faculty interest and has provided much feedback that led to updates and revisions on the application process. Dawn encouraged people to consider joining the committee. There will be another potential seat opening for a FA representative.
• Mary D asked about the excused withdrawal EW. Students were able to request EW by filling out a form that simply stated covid as the reason without additional explanation or reasons through last quarter. That provision seemed to have disappeared.  Now students will need to explain why. The deadline for regular withdrawal has passed. The deadline for excused withdrawal will be the last class date before final. It would be helpful to have verbiage and examples for valid reasons for EW.
• Melinda:  students should reach out to counselors or advisors when they are applying for excused withdrawal to help them with the language to get their EW approved.
• Nazy: There is no deadline to submit EW requests. Advice and recommendations from counselors would be critical. They need very detailed explanations for such requests.
• Cheryl requested as a first ask Academic Senate funds to donate humanitarian aid to the Nova Ukraine to support their relief efforts to the Ukraine during the current crisis. https://novaukraine.org/heart2heart-humanitarian-aid/
• She would like the Senate to vote and approve the funding after the Senate budget report in the next meeting.

Brown Act AB361

https://www.jdsupra.com/legalnews/brown-act-amendment-ab-361-awaits-gov-7979591/

Invoking AB362 would allow the Senate to meet remotely without having to adhere to all of the traditional teleconferencing rules that had been part of the Brown Act, including public posting of agendas at the location of remote participation by members of the legislative body and public access to those locations. 

The Senate needed to vote every 30 minutes to invoke AB362 to continue meeting remotely.

Mary D moved to invoke AB361 for the Senate to continue meeting virtually since California is still in a state of emergency and meeting in person would present an imminent safety risk to attendees. 

Mary D had a question about whether Senate members will need to disclose their meeting locations before the month ends if California should be no longer under a state of emergency.

Mark: the state of emergency seemed to be in place through March, if not through June. This should not happen before spring break.

Carol seconded Mary’s motion.
Yes 23, No 0. Unanimous consent.

Needs:

Conference and Travel Funds Committee
One faculty member needed.

Women, Sexuality & Gender (WSG) Faculty Coordinator 
Apply directly to Alicia Cortez by Friday, March 4th at noon.

Confirmations:

Hiring Committee for Communications Studies Instructor
Thomas Ray, Dean, chair of committee 
Anu Khanna, Communications (faculty) 
Brandon Gainer Communications (faculty) 
Nick Chivers, Communications (faculty) 
EO Rep, TBD

Hiring Committee for Astronomy Instructor 
Yvette Campbell, Dean, chair of committee 
Alicia Mullens, Meteorology (faculty) 
Chris Di Leonardo, Geology (faculty) 
Marek Chichanski, Astronomy (faculty) 
Toshi Komatsu, Planetarium Coordinator 
EO Rep, TBD

Hiring Committee for Mathematics Instructor
Yvette Campbell, Dean, chair of committee 
Nahrin Rashid, Math (faculty) 
Roderic Taylor, Math (faculty) 
Mo Geraghty, Math (faculty) 
EO Rep, Stephanie King, English (faculty)

Vice Chancellor of Human Resources
Mark Landefeld, Physical Education and Athletics Athletics, Part-time

Shagun moved to approve the faculty hiring committees and confirmed Mark to the Vice Chancellor of Human Resources Hiring Committee. Melinda seconded. No objection. Unanimous consent.

Dean of Language Arts Hiring Committee
Confirmation postponed; awaiting name from VPI

Summary Details

Follett Bookstore Adoptions, especially for OER materials

Matt Hanson from the Follett Bookstore explained the textbook adoption process and answered questions regarding issues some faculty had with the new system.

Spring textbook adoption deadline has been extended to Friday, March 4.

Naomi Fredgant has come on board as the Course Material Manager for De Anza.  She will be onsite to support faculty. Direct questions to Naomi. textbookda@bkstr.com

Matt demonstrated how to navigate the Follett site in Myportal under the “Discover” application. 

Mary D asked about editing the message to students to inform them of the option to purchase the book or download free materials.

Shagun asked if it was possible to edit the message beyond that “OER material is being used for the course?” Also, will Follett expand beyond its Discover tools to include other resource libraries like OpenStax?

Mary P: What if the materials are not OER but are provided by the instructor?

Matt was working with the Follett Discover Team to add other OER resources and materials. Faculty can add student instructions that provide information about course materials usage and inform students that there will be additional course materials available in the Canvas course shell. They may also create course materials with their own contents, upload copyright cleared material, and provide url links to additional materials from other OER resources.

Matt acknowledged some faculty have had problems with text adoption. They should contact him and Naomi to work through those issues either via email or schedule one-on-one zoom meetings.

Carol pointed out that faculty did not get a campus wide email reminder for winter and spring text adoptions. That type of reminder would be helpful since not everyone checked the notification in the Follett app.

Matt has been working with ETS for a solution to send campus wide notification to all instructors. He has also requested from ETS a faculty email list on a quarterly basis to communicate with faculty members.

Erik: In the chemistry department, they had more than 12-14 courses with no changes from quarter to quarter. How do they roll over adoptions from previous quarters?

The Bookstore has been rolling over course materials. For the same instructor, teaching the same course number, in the same department, they will carry over the course materials from the winter quarter into the spring quarter across all departments. However, when there is a change in instructor, that information would not be populated. They could work directly with departments for those decisions and confirmations.

Manisha: Is it possible to have a checkbox to roll over materials from previous quarters?

There was a Quick Re-Adopt option to adopt items from past terms or your library.

Shagun pointed out that in the OER options, there are some problematic listings such as youtube. She suggested instead of using a national list, they should start with regional and state listings.

Also, for instructors that change their textbooks from quarter to quarter, especially with OER textbooks, by law, they need to work with ETS to accurately identify them as no cost, low cost, and high cost. 

Janice asked about the option and more reasonable pricing for nursing textbooks either as a bundle or individual books.

Matt: For the winter, one of the publishers had paper shortage, so the bookstore was able to secure the textbook in digital format at cost even lower than in a bundle. Matt will verify with the publishers and resolve the situation for spring.

Board Policies and Administrative Procedures being updated (first read for each)

AP 5013: Admission and Concurrent Enrollment of Adult Education Students as Special Admits 
This was a new AP policy that allowed dual enrollment for adult school students to attend community colleges. De Anza has been admitting these adult students, therefore, they needed a policy that defined the procedure. This will provide the public with information to apply.  All the terms and conditions are the same as those for high school dual enrolled students.

“Any student in an adult education program administered by a school district or noncredit program administered by a community college district; or students currently enrolled in an adult schools that is pursuing a high school diploma, or high school equivalency certificate and receives the recommendation of the administrator of the student’s adult school or noncredit program of attendance, is eligible to attend as a special adult school admit part-time student.”

In order to be admitted as a special admit adult school part-time student, a student must be attending an adult school. 

Special admit adult school part-time students may enroll in up to 11 units per quarter and 6 units in the summer, at the community college.

​​The student must submit a completed special admit and adult school student dual enrollment form, which consists of a written and signed acknowledgement of his/her adult school counselor. 

Felisa has been receiving, reviewing the applications, and sending them to Admissions and Records.

There was some discussion over what to call this group of special admit students. Need for language suggestion.

“Special Admit Students…”

AP 4225: Course Repetition
This was not a new policy. There was confusion and needed additional clarification over which courses may be repeated 6 times. Those repeatable courses are course families that are related in content, especially in PE, visual art, and performing arts. Also, time lapse recency was never defined in the policy. Other colleges ranged from 5 to 7 years. California Title 5, specified 3 years or 36 months. 

Mark had a question about “Intercollegiate academic competition courses”

That type of courses have not been offered at De Anza but have been offered at Foothill. These were classes that prepared student teams for academic or problem solving competitions with other schools. Most of the competitions ran through 4 year-colleges but 2-year colleges may participate as well.

Mary D asked about Military Withdrawal.

That was a separate AP.  If a student was called to military service during a term, their fees would be fully refunded.

Mary D asked about classes, such as the Red Cross First Aid Certification Class that have expirable certifications. Would students be allowed to repeat those classes?

“Students are allowed to repeat a course without petition when repetition is necessary to enable that student to meet a legally mandated training requirement as a condition of volunteer or paid employment. “

If the class is non credit students can repeat it as many times as they want.

BP 7210: Academic Employees 
Board Policy that defines academic employees.

This district policy first went to APM (Academic and Professional Matters Committee) with proposed changes from the administration with language from the CCLC (Community College League of California) template.

These proposed changes based on the CCLC template were the underlined sections in bold letters. The proposal struck out the sections on full-time and part-time faculty

FA, especially the part-time representatives in FA, felt it important to put back the sections on full-time and part-time faculty to keep that difference defined. 

There was a question about “full time temporary faculty.” Full time temporary faculty were non-tenured.

Janice asked about the time limit for a full time temporary faculty.

Mark believed that FT Temp Faculty (non-tenure track) may cover a sabbatical.

Kathy: Yes, sabbatical replacements are allowed for FT temp.

Resolution to include part-time faculty on administrative hiring committees at De Anza College

Cheryl explained her revisions in draft version #2 based on discussions from the previous meeting.

Carol asked for more discussion on the resolution before any decision.

Mary D reminded everyone of the need for an unanimous decision on the resolution to demonstrate how strongly the Senate supported this 5 years ago and now.

Kevin felt that it was important to have at least 2 full-time and 1 part-time faculty in all higher level administrative hiring committees.

Mary D moved to add time. Mary P seconded to add 10 minutes.
Yes 12, No 3, Abstain 7. Motion passed to add time.

Carol: Faculty have been raising concerns and think the number should be 3 as on the original resolution from Feb.14th and should not be lowered to only 2. -- We need to have strong diverse faculty voices on Admin Hiring Committees for the good of the college. There is no limit to the size of committees.

Cheryl clarified that there has not been any votes for changes to the resolution. Version one was the original draft from the last meeting. Version two captured the changes suggested from discussion in the same meeting.

Mary D wanted to make sure that this discussion will not disappear for another 5 years. The administrative hiring committees need 3 faculty members, 1 of them should be part-time, with 1 classified representative. 

Since the administrative hiring committees required at least 50% administrative representation. An eight member hiring committee was a manageable szie.

Kevin discussed the definition of the term “broad impact.” There was a difference between the impact of a director vs dean vs an AVP. Some positions have broader impact than others.

Mary P reminded the body that the point of the resolution is to have part-time faculty serving on these committees. She was not sure whether the resolution could prevail if it demanded a specific number of faculty members because it does change the size of the committee. Keep it to 2 or more. Pass the resolution that will include part-time faculty representation on these committees.

Cheryl: there are some committees with broader impact that warrant 8 or more members; there could be some that don’t; this is a Senate resolution; it is an ask; it is not legally binding for administration.

Polls for editing the resolution:
Change of language from 2 to 3 faculty members
Vote Yes for 3 members  No for 2 members.
Yes 16, No 5, Abstain 2

Add another resolve for to have 1 classified member on these committees
Yes 21, No 0, Abstain 2

Update from College Council and IPBT on the state of online education at De Anza

Postponed.

Report Outs and Good of the Order

Cheryl reminded everyone to read the report outs. There was no time for people to read out their reports.

Lee: There were important upcoming events in her report. She encouraged everyone to participate. 

There was a request and discussion about extending the meeting and the ability to vote after the published meeting times.

Erik: technically, the body can continue to vote until the meeting is adjourned.

Mary P motioned, Melinda seconded, to adjourn.
Yes 23.

Attendance

Division	Name	Present
President	Cheryl Balm	✔
Vice-President	Mary Pape	✔
Executive Secretary	So Kam Lee	✔
Part-time Faculty Representatives	Gokce Kasikci	✔
	Mary Donahue	✔
Academic Services &  Learning Resources	Cecilia Hui	✔
Bio/Health/Environmental Sciences	Rana Marinas	✔
	Janice Valadez	✔
Business/Computer Science/ Applied Technologies	Rick Maynard	✔
	VACANCY
Career Technical Education & Workforce Development	Tim Harper	✔
	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	Diana Ferrara	✔
	VACANCY
Language Arts	Shagun Kaur	✔
	Lauren Gordon	✔
Physical Education	Rusty Johnson	✔
	Mark Landefeld	✔
Physical Sciences, Math, & Engineering	Lisa Mesh	✔
	VACANCY
Social Sciences & Humanities	Emily Beggs
	Carol Cini	✔
Student Development & EOPS	Melinda Hughes	✔
Curriculum Committee	Erik Woodbury	✔
Professional Development*	Dawn Lee Tu	✔
Administrator Liaison*	Thomas Ray	✔
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	✔
Debbie Lee	Dean of Intercultural/International Studies
Yvette Alva-Campbell	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	✔