BOT Academic Committee Meeting Mar 13, 2018

Meeting called to order with most members present. Minutes approved, with one abstention.


Ensure that the HLC final document is completed and submitted by due date, May 15, 2018.


Jim Benté, VP Planning & Institutional Effectiveness:  Report

  • Overview of the Active Course File / Syllabi audit.
  • The deadline for submission of an interim report is May 15, 2018.
  • Provided the following report on Active Course File / Syllabi adherence
  • Active Course File Learning Objective / Syllabi inconsistency rate was 25% at the time of the HLC onsite visit. The most recent rate is 4%.
  • The sample size of the audit was 232 individual syllabi taken from a total of 2200. Description of audit:
    • Full time faculty: 83 syllabi, representing 36% of all syllabi audited
    • Part time faculty: 149 syllabi, representing 57% of all syllabi audited
    • Face to face courses: 83%
    • Online: 15%
    • Hybrid: 2%
    • Non-compliance: 1 (.5%) FT faculty and 8 PT (3.5%) faculty syllabi did not align with course learning objectives.

VP Bente noted that while the compliance rate was not perfect, he is pleased with the improvement.  He stated that the improvement will make a “strong story” for the HLC report.

  • VP Bente is creating a draft of the report using document provided by faculty and Academic Affairs.
  • The HLC did not recommend or mandate a report format, but will address the issues noted in the HLC report.
  • Discussed some of the source materials to be included in the report, such as emails between faculty and deans regarding course learning outcomes, and committee minutes from the VPAA, HLC Response Planning Team, BOT Academic Committee and Faculty Senate. Evidence submitted could be 200 pages.
  • Draft report is planned to be complete by April 1 which will allow time for revisions by the May 15 due date.

Chair Bennett:

  • Asked if information table will be included in the report. Bente – Yes.
  • Ensure that the committee’s minutes note that the College did not receive from the HLC specific instructions on the report format, or any criteria of what results would be acceptable or unacceptable.
  • Noted that the HLC survey sample size was “very limited,” and should stress in the College’s response that the survey size was increased to about 10% of all courses offered.
  • Goal is to have draft report completed by April first, which will tie in to the April BOT meeting schedule
  • Bente noted that Dr. Stewart’s report will be added to the HLC report.

 Dr. Donna Stewart, Interim VP Academic Affairs:  Report

  • VP Stewart reported that she was generally pleased with the outcome of the Active Course File/ Syllabi audit, and was pleased with the progress in faculty ensuring that course syllabi match learning outcomes as stated in active course files. She stated that she would have liked to have 100% compliance. She also complemented faculty on work well done.
  • HLC Committee will continue their work– Professor Shanon Toler will continue to serve as Chair of the Committee and will work with Dr. Stewart to draft the response that will be included in the final report to the HLC.
  • Stated that the HLC report and audit will help identify areas in which the College can improve.
  • Will explore the creation of training opportunities – not just as a means to respond to HLC-related issues, but as a way to benefit faculty and staff, and gave the example of providing training to help improve syllabi creation. Will look for ways to improve communication, including communicating expectations.
  • Plans to use the experience with the HLC as not just a way to ensure compliance, but to look at issues in a larger way, and to identify opportunities to improve how we educate our students.
  • Will have conversations with CODFA and CODAA. Seeks to learn how academic affairs can partner with faculty to advance progress.
  • Plans to look at technology-related solutions for assisting faculty with creating syllabi that comply with HLC requirements.
  • Will consider the possibility of continue random sampling/audit of syllabi – will look at benefits of this practice versus the investment. Does it get us where the College wants to be?
  • Looking at best practices

Chair Bennett:  Requested that points made in Dr. Stewart’s report be included in the final HLC report.

Update: Student/Program Assessment in preparation for HLC site visit to be conducted prior to September 2019

Dr. Richard Jarman, Professor and President Faculty Senate:  Report

  • Concerns regarding HLC 3a, are resolved.
  • HLC 4.b – will be addressed in 2019.
  • Senate recently approved Curriculum Guide and General Education Outcomes. Faculty will vote on Wednesday.  New curriculum process will be implemented for future revision or new curriculum, presuming it’s approved by faculty.
  • General Education Outcomes: Implementing process of reviewing courses by each discipline, and review any deficiencies in courses as identified in the HLC report.
  • Assessment of co-curricular activities: Student life and Career Services reps gave a presentation on student clubs, such as New Student Orientation.
  • Orientation Leader program – examples of activities where data is collected. Assessment is being done, but must be made apparent to the auditors.
  • Career services – assessment taking place as well.
  • Data suggests that engagement in clubs and activities support student learning, growth and retention.

President Rondeau, comments:

  • Thanked Richard Jarman for leadership and work done
  • Noted that VPAA Donna Stewart and VP Dowling identified the idea of a creating a Provost position – which will create strong links between Academic and Student Affairs.
  • Relayed a conversation with a student who stated that when students are involved in co-curricular activities they become better students.  Tangible results of the College meeting HLC issues.

Trustee Bernstein:  Will the College have any analytics to identify correlation between student involvement in co-curricular activities and improvement in student performance?

VP Bente:  Analysis can be made regarding correlation – can pull data out of system and do a regression analysis, and will not be a significant task.

Pres Rondeau: Some student engagement will be constrained by family, economic situations within a student’s life.  But reiterated that the College needs to be doing what we need to do and meet the College’s and the HLC’s expectations.

VP Dowling to Trustee Bernstein:  Pathways committee is interested in connection between what happens outside the classroom, and retention rates.  Faculty and student affairs staff attending a summit – what technology is available that can help analyze data of student success and co-curricular activities

George Beck:  Noted that assessments are ongoing.  What types of information/data are we trying to pull?  What steps are being taken to see development between co-curricular activities and other areas?

Prof Jarman:  Retention reports are collected, from such groups as NSO, Living Leadership program – data is there that can track student retention.  Quantitative and qualitative data is available.

VP Dowling added that students who participate in NSO are doing better in the classroom and have higher retention rates.  Students who participate in the Pre-enrollment Summer Program, and are mandated to meet with a counselor or adviser are also doing better in the classroom and have higher retention rates.  Building an assessment database, visiting with faculty during the summer are helping improve these rates, and are expanding the Pre-enrollment Summer Program.

Dr. Stewart:  Feedback from HLC – what are the goals of co-curricular activities as it relates to student success?  How do we know that we’re achieving these goals?

Trustee Bernstein: By the nature of who they are, would students who attend NSO already do well?  Are their difficulties with determining cause and effect?

VP Dowling:  Clearly students who attend NSO are more motivated.  Would they do better in class?  Not sure.  But students who come to orientation and are interested would probably do better.

VP Stewart:  cited research that NSO and first year- type programs do contribute to student success.

Prof Baunbach-Caplan:  Noted that she works with pathways to engineering students.  Most transfer students surveyed stated that the mandatory phone meeting with U of I advisors and orientation sessions were helpful.

Prof Jarman:  Noted that through the academic reorganization including the creation of the Provost position, in the future the committee will meet with representatives from Student Life and Career Services, and anticipate that these meetings will be beneficial.

INFORMATION: 2018-19 Faculty Hiring Update

Dr. Donna Stewart, Interim VP Academic Affairs:  Report

Follow-up to last December’s status report – at that point, searches were just starting.  Faculty returned from break, and began review of candidates.

Currently, the searches are at varying stages. A couple searches are still open. Most searches are well underway, a few are lagging.  One search has a very small pool of applicants.  One recent resignation of an Accounting Faculty – the President authorized a one year temporary full time faculty appointment.

Implemented enhancements to processes.  All job postings used a common template.  All search committee members went through common training.  Used common interview questions that addressed institutional needs.  Search committees crafted questions that addressed needs specific to the discipline.  Committees used a rubric to summarize and review candidates.

Once process is finished, the names of three candidates are put forward to the VPAA.  The names of the candidates will be unranked.  Included in the submission will be a summary of the candidates’ strengths and developmental opportunities for each candidate.  VPAA will confer with the Dean and meet with 1 or possibly 2 candidates if necessary.  VPAA will forward a recommendation to the President.  An offer will be made subject to the BOT’s approval.  Interviewing using Zoom if candidate is out of town.

Chair Bennett:  Stated he wants to make sure the minutes reflect the process.  Reponse to Prof. Hazard’s question at last meeting:  The BOT Chair has provided the VPAA office with a report format, with a series of questions and statements that the VPAA will provide to the board with each recommendation.

VP Stewart:  Will review the format, was not certain that they had a prescriptive format for the candidates, but rather the expectation that a number of issues be addressed in the interviewing process.

Chair Bennett:  It was his understanding that the BOT wanted all questions to be answered to avoid a repetition of the turn of events that took place in the last hiring cycle.

VP Stewart:  Will review that expectation.

Prof Jarman – Noted that Meteorology will interview 7 candidates, and Chemistry will review 6 candidates.

Prof Hazard to VP Stewart – Will you pass along recommendations as they come in or will they be compiled first and then sent?

Stewart:  Will forward as they come in.


Dr. Donna Stewart, Interim VP Academic Affairs: Report

VP Stewart: Discussed recommendation for new degree in Dance Studio Production and Instruction.  Course was reviewed by DCC and CCC.  Dean Boone crafted the Form 20 ICCB proposal.  The document was shared with the Committee – any questions?

Chair Bennett:  Read catalog description. Noted that there were 40 dance studios consulted, and packet referenced correspondence.

Dean Boone:  Relied on a Google search to identify businesses.  The degree was authored and managed by an adjunct instructor in Dance.  She interviewed dance studio and production company owners to determine what they would like to see in a degree, and found that they need help with production and support, and managing an organization.

Chair Bennett: Proposal notes annual enrollment projections – 20, 28, 35, respectively, over the next 3 years.  What was the basis for the projections?

Dean Boone:  Based on current enrollment, and some small growth because we put a degree in process.  Will not likely be a huge program.

Chair Bennett: Who led the charge to initiate the program proposal?

Dean Boone: – Adjunct faculty member Donna Douglas and Connie Canady Howard, served as full time faculty sponsor.

Chair Bennett: Program will provide dance studios with sufficient staff to help run studios?  Dean Boone: That’s correct.  Internships and employing graduates where studios sees fit.

Prof Jarman:  Faculty staffing – In second year, will there be 8 faculty and will all be adjunct?  Is it experimental?  At what time will they get a full-time faculty in program?

Dean Boone: We did have a FT faculty member teaching Dance, but there was not enough enrollment to support the position.  If enrollment is strong, we could then hire an FT – but probably not in the next 2-3 years.

Prof Baunbach-Caplan:  Is there compensation for duties outside teaching?

Dean Boone: Yes, compensated Donna Douglas for work related to creating the degree. We could assign an adjunct to do work required that is outside of the classroom.  The other option would be to combine Dance program with another discipline, but that would necessitate a conversation with CODFA members.

Chair Bennett: Motion to approve the program?  Jarmin and Hazard made motions.

Roll Called – Unanimously approved, motion passed.

UPDATE: Revised Procedure 25-76, Assignment of Credit Hours

-Jim Benté, VP Planning & Institutional Effectiveness: Report

Updates board policy 25-76 received BOT approval.  However, no administrative procedure in place.  HLC thought it beneficial to put procedure into place.  Procedure 25-76 was authored.

The three major components of the Procedures are:  Course hours delineated by course type; Delivery Mode; Faculty can maintain adherence to procedure through College Curriculum Committee.  Procedure 25-76 passed through Instruction and Shared Governance, unanimously passed.  Public comment for 30 days.  Will be included in the HLC report.

Chair Bennett: Notes that the administrative procedures conform to federal government and HLC rules.

VP Bente: stated that this was an information item for the committee.


  • Pathways Steering Committee Update – Academic Affairs/Student Affairs
  • Academic Advising Committee Update – Academic Affairs/Student Affairs

Chair Bennett: Will review Draft Report next meeting.  BOT next meeting is April 19th.  Will hope to have the Draft Report ready for that meeting.

4:07 Motion to adjourn

Motion approved, meeting adjourned.