The Role of the CIO April, 2016

Let’s Look at:  The CIOs role with:  With faculty  With your instructional team  With classified  With your president  With your Board of Trustees  With Accreditation  The CIOs role with:  With faculty  With your instructional team  With classified  With your president  With your Board of Trustees  With Accreditation

Your role with everyone In general terms – Transformational Leadership  Empower others  Humor  Honor and celebrate achievements  Empower others  Humor  Honor and celebrate achievements  Collegial  Honest  Honor process  Transparent  No side deals  Facilitate  Collegial  Honest  Honor process  Transparent  No side deals  Facilitate  Respect

Your Role with Faculty

AB 1725 (now part of Ed Code and Title 5)

Education Code §70902 (b)(7) “The Governing Board shall … ensure … the right of academic senates to assume primary responsibility for making recommendation in the areas of curriculum and academic standards.”

Title 5 § Powers (A) Governing Board shall adopt policies delegating authority and responsibility to its Academic Senate. (B) Policies in (A) shall be adopted through collegial consultation with the Academic Senate. (C) Guarantees the Academic Senate the right to meet with or appear before the board.

Title 5 § Definitions (B) Academic Senate means an organization whose primary function is to make recommendations with respect to academic and professional matters. (C) Academic and Professional matters means the following policy development and implementation matters:

THE Ten... Section (c)  Curriculum, including establishing prerequisites  Degree & Certificate Requirements  Grading Policies  Educational Program Development  Standards & Polices regarding Student Preparation and Success  College governance structures, as related to faculty roles continued...

THE Ten… (continued) Section (c)  Faculty roles and involvement in accreditation process  Policies for faculty professional development activities  Processes for program review  Processes for institutional planning and budget development

…plus One Section (c)  Other academic and professional matters as mutually agreed upon.

Collegial Consultation Section (d) District Governing Board is required to consult collegially with the Academic Senate and develop policies on academic and professional matters through either or both: 1. Rely primarily upon the advice and judgment of the Academic Senate 2. Reach mutual agreement with the Academic Senate by written resolution, regulation, or policy

Collegial Consultation - Definitions Section (d) (D) Requires procedures for responding to Academic Senate recommendations that include: 1.When rely primarily, the recommendation of the Academic Senate will normally be accepted, and only in exceptional circumstances and for compelling reasons will they not be accepted.

Compelling Reasons These terms mean that … in instances where a recommendation is not accepted the reasons for the board’s decision must be in writing and based on a clear and substantive rationale which puts the explanation for the decision in an accurate, appropriate, and relevant context. --Participating Effectively in District and College Governance (a publication of Academic Senate for California Community Colleges)

2. When mutual agreement and an agreement has not been reached:  Existing policy remains in effect except in cases of legal liability or fiscal hardship  Board may act - after a good faith effort - only for compelling legal, fiscal, or organizational reasons.

Title 5 § – More Powers (E) Academic Senate may assume responsibilities and perform functions as may be delegated by the Governing Board (F) Appointment of faculty members to college committees shall be made by the Academic Senate - requires consultation with CEO or designee

So, what is your role??  Depends upon which items are “rely primarily” and which are “mutually agree”

The CIO’s role in Rely Primarily  More passive role  Advise  Keep things legal  Remind of process  Influence through respect and persuasion  More passive role  Advise  Keep things legal  Remind of process  Influence through respect and persuasion

Mutually Agree and the CIO role  More active role  CIO may co-chair  CIO represents the President  Still maintain collegiality  More active role  CIO may co-chair  CIO represents the President  Still maintain collegiality

When it Comes to Curriculum  Regardless of rely primary or mutually agree, you should take an active role in program approval process.  Role may vary.  Regardless of rely primary or mutually agree, you should take an active role in program approval process.  Role may vary.

Governance versus Operation Issues In-Box Exercises

You receive an from a faculty member: To: Dr. Youaresosmart From: Frank Freethought Re: Collegial Consultation I don’t believe the Academic Senate has been consulted adequately regarding the assignment of courses to faculty and that we should also be the ones who determine how we will reach our college FTES cap. After all, we are the ones in the classroom. It also falls under our control in the 10 plus one. I await your reply. Thanks, Frank You receive an from a faculty member: To: Dr. Youaresosmart From: Frank Freethought Re: Collegial Consultation I don’t believe the Academic Senate has been consulted adequately regarding the assignment of courses to faculty and that we should also be the ones who determine how we will reach our college FTES cap. After all, we are the ones in the classroom. It also falls under our control in the 10 plus one. I await your reply. Thanks, Frank

You receive a letter from a faculty member: January 29, 2016 Dear Vice President Jillybean: I want to teach my Art 100 – Art Appreciation classes all on Tuesdays and Thursdays. However, your dean assigned me to teach both Tuesdays and Thursdays, as well as Mondays and Wednesdays! As a mother of a two-year old, I am committed to raising my child without the assistance of others. The schedule that you and your dean have provided me interferes with my ability to be a mother. Mandy M. Matthews-Matter

October 27, 2015 Dean of Humanities Camelot College Fallen Leaf Lane Camelot, California Dear Dean Lancelot: I am writing this letter on behalf of my daughter, Melissa. She is taking many classes at your college. I can’t tell you how shocked and outraged I was to hear her story regarding a situation she has encountered in her Camelot College philosophy class. Melissa said that many students have been contacted individually by the instructor, Dr. Kevin Karma. When Dr. Karma calls each student, he indicates that the student might do better in the class if that student were to privately purchase Dr. Karma’s handwritten notes. The cost of the notes is $200 and the money exchange is between the student and Dr. Karma in cash. I think this jerk is selling grades and is trying to extort money from students and I want to know what you plan to do about this situation. Please get back to me immediately as I am furious. Howard Ward, attorney at law Law Offices of Ward and Weiss (949)

Okay. You are the CIO at College of Knowledge. You keep getting complaints from students about the problems that your finals week schedule is causing them. You are interested in changing finals week due to this fact and the fact that your finals week only has 2 hour blocks—a deviation from the standard 3 hour block that a 3 WCH hour class has for the preceding part of the semester. This reduces your total semesterly hours from 48 to 47. You idea, which some colleges have accomplished, is to abolish the finals week and in its place have a regularly scheduled week. Which group of faculty do you deal with? Okay. You are the CIO at College of Knowledge. You keep getting complaints from students about the problems that your finals week schedule is causing them. You are interested in changing finals week due to this fact and the fact that your finals week only has 2 hour blocks—a deviation from the standard 3 hour block that a 3 WCH hour class has for the preceding part of the semester. This reduces your total semesterly hours from 48 to 47. You idea, which some colleges have accomplished, is to abolish the finals week and in its place have a regularly scheduled week. Which group of faculty do you deal with?

You receive the following from your brand spanking new college president. Hi Angelica – I have decided that we will have 5 faculty, 3 deans, 2 vps, and 1 classified person serve on the hiring committee for the new Vice President of Student Services. For the faculty, I would like the Chair of Counseling, Brad Biford, Charlene Peterson, and then two faculty selected by the faculty. Make it so. Thanks, Dr. Spanking New You receive the following from your brand spanking new college president. Hi Angelica – I have decided that we will have 5 faculty, 3 deans, 2 vps, and 1 classified person serve on the hiring committee for the new Vice President of Student Services. For the faculty, I would like the Chair of Counseling, Brad Biford, Charlene Peterson, and then two faculty selected by the faculty. Make it so. Thanks, Dr. Spanking New

Your Role with Classified

Role with Instructional Team  You are your team  Transformational traits  Need to provide adequate structure, internal processes, and predictability  Team needs to know they can try new things and be able to fail without admonishment  You are your team  Transformational traits  Need to provide adequate structure, internal processes, and predictability  Team needs to know they can try new things and be able to fail without admonishment I Instruction

 Help your team establish instructional goals  Never lose your cool or use humiliation or sarcasm  Be prepared - Use the old “Alternate Choice” method  Deans’ Retreat Concept  Celebrate !  Help your team establish instructional goals  Never lose your cool or use humiliation or sarcasm  Be prepared - Use the old “Alternate Choice” method  Deans’ Retreat Concept  Celebrate !

Good things ? Bad things ?

 A sincere word of thanks costs nothing and is very effective.  Post a thank you note on their door in their honor.  Throw a pizza party or cake party in their honor.  Create a simple “ABCD” card that are given when someone goes “Above the Call of Duty”.  Write about them in a college-wide .  Post a “thank you” sign in the lobby with their name on it.  Gift them flowers, a book, or other small gift.  Invite them to a one-on-one lunch.  Give them a card with a Starbucks card.  A sincere word of thanks costs nothing and is very effective.  Post a thank you note on their door in their honor.  Throw a pizza party or cake party in their honor.  Create a simple “ABCD” card that are given when someone goes “Above the Call of Duty”.  Write about them in a college-wide .  Post a “thank you” sign in the lobby with their name on it.  Gift them flowers, a book, or other small gift.  Invite them to a one-on-one lunch.  Give them a card with a Starbucks card.

 Have the entire team sign a framed photo or certificate of appreciation.  Arrange for a boss several levels up (the president?) to stop by to say thanks.  Buy a dozen donuts and announce to the department that they are in the honorees office, they should stop by to say hi and get one.  Feature them in the college newsletter.  Pick an unusual or funny object and place it on their desk for a week.  Have the entire team sign a framed photo or certificate of appreciation.  Arrange for a boss several levels up (the president?) to stop by to say thanks.  Buy a dozen donuts and announce to the department that they are in the honorees office, they should stop by to say hi and get one.  Feature them in the college newsletter.  Pick an unusual or funny object and place it on their desk for a week.

Role with the President  The CIO keeps the president informed !!!!  Thoroughly discuss issues at President’s Cabinet  Okay to disagree, but when decision is made, get with the program  Don’t disrespect and blame the president when in committee  Be ethical, if you can’t agree with majority of decisions, question your role at the college  The CIO keeps the president informed !!!!  Thoroughly discuss issues at President’s Cabinet  Okay to disagree, but when decision is made, get with the program  Don’t disrespect and blame the president when in committee  Be ethical, if you can’t agree with majority of decisions, question your role at the college

Role with Board of Trustees  CIO reports to the PRESIDENT!  What is your college policy?  President needs to know of requests and conversations  CIO reports to the PRESIDENT!  What is your college policy?  President needs to know of requests and conversations

In Summary Know Your Craft !!  Know Ed Code and Title 5  Review each year  Become intimate with Chancellor’s Office website (Legal opinions, new initiatives, what is going on)  Read Academic Senate’s website  Read PCAH and know curricular processes inside and out  Know enrollment management and scheduling best practices  Attend select conferences and workshops  Network with other CIOs and deans  Stay current !  Remember that everything we do is about students !  Know Ed Code and Title 5  Review each year  Become intimate with Chancellor’s Office website (Legal opinions, new initiatives, what is going on)  Read Academic Senate’s website  Read PCAH and know curricular processes inside and out  Know enrollment management and scheduling best practices  Attend select conferences and workshops  Network with other CIOs and deans  Stay current !  Remember that everything we do is about students !

Questions ??