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HLC/NCA STEERING COMMITTEE
Phoenix College
Wednesday, February 9, 2005 - 1:30 p.m.
Administrative Conference Room

Meeting Notes

Present: Brent, Marian, Jan, Ann, Queta, Mike, Denny, Karen, Rosemary, Dean Kakar, Patricia, Nancy,

Graduate Survey: Reviewing the minutes from the November 24, 2004 Steering Committee, it was agreed that there was need for a graduate survey. Marian and Jan have been working on creating one and have brought a sample of what they have put together. In looking at the idea of a graduate survey there are some issues that need to be looked at:

• The first is that it is not up to the HLC/NCA Steering Committee to say if Phoenix College has a graduate survey; however, as part of the Self-Study it has been agreed that even though Phoenix College does not have one it probably needs one. Looking at these facts then eventually the graduate survey and the idea behind it needs to go to PCLC to get approved.
• The second issue is when to actually hand out the graduate survey. Should the survey be handed out with the graduate application? Should it be given out once a year to all graduates from that year, as other colleges do or should it be sent out three times a year?
• The third issue is whether it should actually be a graduate survey or if it should be a follow-up survey, the two are different.
•  A graduate survey is given out at the time the student picks up their graduation application or right after they graduate.
• A follow-up survey is done after they have graduated.

From the discussions, the preference is to have the survey sent out three times a year so that everyone that receives the survey is being asked at the same interval. It is also best to mail the survey. It was also agreed that it would be good to have both a graduate survey and a follow-up survey. In doing both types of surveys can use similar questions on both in order to fid similarities. The committee agreed to have the survey and suggestions for its use sent to PCLC.

Suggestions from sample pages sent to Diane Nyhammer: Two sample chapters were sent to Diane for her review. Brent, Marian, and Nancy had a discussion with her where she provided feedback to the chapters sent. From this feedback she advised four things (which were handed out):

1. The document should be written with the same voice
2. Don’t assume the reader knows the background, explain everything.
3. Be sure to address the transition issues that have been going on at Phoenix College. They already know what changes occur, so make sure to note them and mention how we continue to move forward through all these transitions.
4. Be careful of flowery language, forget complex rhetoric. Be direct and get to the point.

Overall, Diane commented that we are on the right track with our self-study and that we are writing in an evaluative manner.

Faculty Survey Results: all of the surveys were collected and the results were calculated. From the results a comparison was made between residential and adjunct faculty, only residential, only adjunct, and all responses. Looking at the information the Criterion Chairs know where it can apply. It is important to note that a lot of the responses will not add up because there were a lot of blank areas. The data is all in and the results are not preliminary anymore. Statistically speaking it is good information and inferences can be made from it. A methodology will be written up for the survey. Once the methodology is written, the survey will be posted on the HLC/NCA webpage and the information will be sent to the Department Chairs, assessment committees and PCLC.

Report of Criterion Chairs and Writers Retreat: At the retreat Dr. Solley asked for an Electronic Resource Library to be created. From this a group went to Estrella Community College to talk with the people that worked on the electronic resource library for the self-study there. Phoenix College is in the process of having one created. David Laird is currently working on this. There was also a meeting with Paul Golisch and the technology people from Phoenix College and it is progressing well. For the electronic library there will by naming conventions set by Brent, Marian and the writers. If there are any documents that anyone feels need to be placed on the electronic library let Brent or Marian know. For the self-study there will be two organizing strategies: the actual report and any supporting documents.

Report of Minnesota workshop: On January 31, a group of seven went to Minnesota for a workshop on the new criteria of the Higher Learning Commission. A write-up was handed out that summarized the workshops attended in the morning and the afternoon session by Karen Soloman which went over what the new criteria means. From the workshop, there is a sense that everyone is in the same boat and NCA is recognizing the similar problems and issues. Everyone came away from the meeting feeling encouraged that they are on the right track.

Diane Nyhammer’s visit in March: Brent has prepared a proposed agenda for that day. It is important to note that we only have her on our campus for six hours. In looking at the schedule for the day the faculty senate is already set for 1:00p.m. Diane wants to meet with the President first, then she can meet with whoever we want. We can set the agenda for the time that she is here. Brent is thinking to have the meetings go from general to more specific. The Criterion Chairs and Writers may have more specific questions than the Steering Committee; they are two different kinds of meetings. The committee members can be invited to come and they can also send questions to the chairs that they may have for Diane. Once the questions are collected the times can be reevaluated and times for each meeting can be decided.

Communication of self-study process and findings: We need to look at what we want to communicate to the campus and how to do that. Some suggestions and ideas that were made are:

• Have a one page student newsletter as well as the one already being distributed.
• Include an informational sheet in the class schedule.
• Have banners printed and place them around campus, gym, coffee cart, library, cafeteria.
• Meet with the student club leaders and the PC Ambassadors to inform them about the self-study.
• Can have a video created to present in the classes or play in the cafeteria.
• On PC’s main web page can post a question of the week. Change it every week adding a new one and having the answers from prior questions.

For now, Mike will work on a sheet to put in the schedule of classes.

Newsletter: The next newsletter is scheduled to come out this month.

Mission Statement review: Brent informed everyone that Dr. Solley is looking into reviewing the mission statement and to be aware that there may be some changes made to it. At this point that is all that is known.

Meeting adjourned.