October 1, 2024

Attendance, Voting Members:

Sam Bliss, Sushini Chand, Adam Contreras, Nazy Galoyan, Lydia Hearn, Michelle Hernandez, Zachary Ho, Eric Mendoza, Mallory Newell, Van Nguyen, Aditya Sharma, Tim Shively, Bidya Subedi, Daniel Solomon, Martin Varela, Chia Wen, Erik Woodbury

Welcome and Introductions

Erik Woodbury welcomed everyone in the room and those joining online to the first RAPP meeting for the year.

Introduction of the committee members at the meeting.

Tri-Chairs

• Erik Woodbury, Faculty, Academic Senate President
• Mallory Newell, Classified Professionals, Director of Institutional Research, Planning and Accreditation
• Lydia Hearn, Administrators, Interim Vice President of Instruction

Others

• So Kam Lee, RAPP Executive Secretary, non-voting member
• Sam Bliss, Associate Vice President, Instruction/Academic Services
• Tim Shively, English Instructor, Faculty Association President 
• Van Nguyen, Aditya Sharma, Students, Finance Committee 
• Chia Wen, Asian Pacific American Staff Association (APASA), Creative Arts
• Eric Mendoza, De Anza Latinx Association (DALA), Dean, PE
• Zachary Ho, Student, DASG, Finance Committee
• Daniel Solomon, Part-Time Faculty, Anthropology
• Randy Bryant, CTE
• Michelle Hernandez, Equity Action Council (EAC), Dean of Equity and Engagement
• Bidya Subedi, Classified, General Counseling
• Adam Contreras, Classified, CSEA Vice President
• Martín Varela, Administrative Services, Director of College Fiscal Services
• Nazy Galoyan, Student Services

Erik Woodbury directed everyone to the Membership page in the RAPP website for the full list of the committee members. He also highlighted the vacancies/open spaces.

There were openings in

1- Classified 

2- Faculty (1 for the year, 1 for a quarter)

1- Black Faculty, Staff and Administrators (BFSA)

2- Students

---

Charge and Norms

Mission and work for RAPP (Resource Allocation and Program Planning)

RAPP manages the allocation of funds that include the Strong Workforce, Perkins, CTE, Instructional Equipment Money, Lottery Money, Library Materials.

The committee also works on approving requests for hiring personnel across classified and faculty positions.

Last year, RAPP designed and implemented the program review process. They reviewed and gave feedback to the various program reviews 

Charge and Norms

The committee took turns to read aloud around the room, then those in zoom the 8 charges and 7 norms listed in the website.

On Norm #6 “Members will communicate with their constituencies disseminating information clearly and concisely and gathering feedback”.

Lydia Hearn reminded the representatives that, “while we're under time crunches on some decisions. It's very important to make sure that we're not just voting what we think, but we are representing our constituency. So there should be some kind of a feedback loop to get a sense of how they would want you to vote as their representative.

General Procedures

Meetings will be conducted in a Hyflex format, actually hybrid with in-person attendance encouraged and an online option. Meetings are open to the public.

Spoken comments will be captured to the extent possible as part of the meeting minutes. Chat or messaging will not be part of the official record. Those attending online should unmute, be recognized, and verbalize their comments.

Outside of meeting times, communication will be carried out primarily by email. 

Chairs will construct the agenda and post it in a timely manner

Meetings will run on a consensus model, ideally decisions are reached unanimously through respectful mutually agreeable discussion. Any member may request a formal vote to parliamentary procedures like Robert’s Rules. The decision may be approved by a simple majority, super majority, or rank choice voting.

In managing discussions, deference will be given first to committee members, and then, as time allows, to members of the public. All discussion will be limited to items on the published agenda,

Explanation and dissenting opinions may be written at the option of any member to accompany recommended actions to other bodies.

The committee will conduct much of its work in shared documents using \ Office 365. Members of the public may read, but not edit, documents.

Business that requires consultation with constituent groups will generally follow a pattern of an initial presentation followed by a call for action on the second meeting after the initial presentation. For emergency matters, the committee may vote to set aside this requirement.

RAPP committee work is very detail oriented. Committee members, new and old, were encouraged to ask questions early and often. Some other members may be confused as well.

This Friday there will be a shared governance training for members of a shared governance committee, followed by training for department chairs and managers. There will be a lot of training available throughout the process.

---

Membership Reminder

Mentorship for students on shared governance committees. Erik Woodbury has served as a student mentor for RAPP. He had weekly meetings with the students, communicating with them on De Anza Discord and through email to answer questions, give advice and feedback. Anyone interested in being a mentor should contact Erik.

---

Committee Overview 

(https://www.deanza.edu/gov/rapp/index.html)

Everything is up on the website, non voting members

Mallory Newell pointed out on the website the links to all the processes, criteria, and forms the committee will be using for the year. Everything is available and transparent. Anyone, even non-voting members may use those resources to engage in the process. 

She highlighted in particular the resource allocation process, the personnel prioritization process, and the program review process. The website also included historical documentations like prior RAPP decisions. Last year RAPP engaged in a full, comprehensive program review. All the program reviews, meeting agendas and minutes are on the website.

RAPP was new last year.  The committee went through a whole process for the first time. They got feedback from the members and stakeholders at the end of the process. They evaluated and updated the process to be more efficient and effective. LThey also established a reserve fund and a contingency fund for emergencies.

On the resource allocation process link, there are the forms, resources, the submission process, the evaluation and the criteria.

Personnel prioritization process is the selection and hiring for open and new positions. It is a very detailed process that is broken into two parts. Round 1 took place in the spring. The committee will go into round 2 this fall to review full time faculty positions that became vacant between May 1st and September 30th. The whole process is available online. They will go into more details when they start the work.

There is an opportunity for emergency requests. The full cycle usually takes a year. There may be situations when a position is urgent to the operation of the college that they cannot wait the full year. It was a new process that was established with specific criteria last year. There was an emergency later on the agenda.

All the update forms are available on the website. The criteria and guiding principles align with the college’s  educational master plan and equity plan.

Program review process is a way for all the areas across campus, 

instruction, student services and administrative services to reflect on their success in meeting student needs, set goals, and identify areas for improvement.

Last year they completed the comprehensive program review, to be followed by 2 years of annual review before starting the comprehensive review again.

Mallory conducted a survey in the spring of everyone who participated in the comprehensive program review. She will share the results that will guide the committee to evaluate and update the process.

---

Dates and Timeline

Mallory went over the RAPP 2024-25 Planning Calendar and the RAPP Timeline for 2024-25 from September 2024 to June 2025 that summarized and outlined the RAPP workflow for the year.

Training started with

September 11: Training for Deans/Managers on Program Review Annual Reflection, Personnel Requests and Resource Requests

Followed by

October 4 (Friday): Training for Chairs/Managers on personnel forms and Annual Program Review Reflection, 12:30-2:30

There were no questions, comments, concerns around the timeline or the dates after Mallory went over and explained them. With no objections from the committee, the dates were finalized.

---

Library Emergency Request

Personnel Request Form

Dean Justifications

ASCCC Document (page 9)

Title 5 Reference

The emergency request was to replace a librarian that retired over the summer. 

The tri-chairs recommended this as an emergency hire meeting the first criteria that it is required by law according to the Title 5 standards.

Dean Gabriela Nocito submitted her request and justification for keeping the 4 Full-time faculty librarian minimum 

Title 5 of the California Code of Regulations (§ 58724) contains “minimum standards” for numbers of library faculty based on student FTES. 

The Academic Senate for California Community Colleges have also adopted those standards in the Standards of Practice for California Community College Library Faculty and Programs of 2010. It specifically states “The California Community College Board of Governors sets these minimums, and colleges and districts should meet or exceed them.”

De Anza was in the 3,001 to 5,000 range, which would require 4 librarians. This quarter De Anza is at the 5,000 to 7,000 range.

Without the fourth librarian, they will have to close the library for more hours. In the first week of school, they managed to keep the library open with overtime and some librarians, one on PDL volunteered their time. This would not be sustainable over the year.  The library would be forced to reduce the number of workshops and research classes which can directly impact students' completion rates.

Also, all the part-time librarians were retired librarians unable to increase their hours to meet the need temporarily

Since this was required by law, the committee had no objection and moved ahead to approve the request for the emergency hire.

The meeting ended with an invitation to RAPP members to the Friday training.