General Meeting Information

Date: February 4, 2021
Time: 1:30 - 3:00 p.m.
Location: Online Mtg. held via Zoom*

  • Agenda

    Time Topic Purpose Discussion Leader
    1:30 p.m. Review Meeting Notes from Jan. 21, 2021 I Booye/Mieso
    1:35 p.m. Program Review Reflection:
         Process, Timeline, SLO Convocation
    I/D Avila
    1:50 p.m. CAS Implementation Progress I/D All
    2:00 p.m. Retention Team Presentation I/D Balducci, Chand,
    Del Rio, Weber
    2:30 p.m. Psychological Services Update I/D LeBleu-Burns
    2:35 p.m. Member & Program Updates I/D All
    2:55 p.m. Good of the Order I All
    3:00 p.m. Adjourn    

    *Please contact the admin for Zoom meeting information

    A = Action
    D = Discussion
    I = Information

  • Minutes


    Attending Members:  Alexander, Balducci, Booye (co-chair), Glapion, Hansen, Kirkpatrick, Kobata, LeBleu-Burns, Mandy, Mieso (co-chair), Rafli (DASB), Tran (DASB)

    Guest:  Veronica Avila

    Meeting Items

    Minutes Approval

    There was one amendment to the previous meeting notes and none to the agenda.

    Program Review Reflection

    The SLO Convocation has been set for Friday, April 23rd with the Reflection Questions due that upcoming Monday, April 26th. The focus of the convocation will be a year of reflection to look at what has been done, what has worked or not worked, to revise and evolve, to better our services.

    The Reflection Questions will not be submitted in TracDat but with the Word template that was finalized at the last meeting and is posted on the Program Review webpage along with the timeline. The new software replacing TracDat, eLumen, is still in the process of being implemented.

    Please contact Veronica Avila if you would like to work with her on your reflection or have any questions.

    CAS Implementation Progress

    At this time, everyone should be reviewing their standards section, making notes, writing down questions, and deciding who they would like on their teams. Everyone can also review their mission statement and start gathering the information that will be needed.

    CAS committee members will be available to meet with the area teams for training if needed and answer any questions they may have. LeBleu-Burns also confirmed that everyone’s individual standard section that they chose will be sent to the designated contact.

    Retention Team Presentation

    The Retention Team from General Counseling presented on their progress since being created August 2019 when it was decided to discontinue the early alert Starfish program. The team consists of Sushini Chand, Student Success Specialist; Patricia Del Rio, Program Coordinator II; and Janet Weber, Counselor. The academic probation process has always seemed “punitive” to students. The team worked to make the process more compassionate, to help and support students, and reach out to them in more positive ways.

    Students on Probation Data:

    • Gender: 60% of students on probation are male
    • Enrollment Status: 78% of students are continuing students
    • Support Programs: 89% of students may not be associated with a student support program
    • First Generation: 36% of students are first generation students
    • Low Income: 37% are considered low income students
    • Age: 67% of students are 20-24 years old
    • Ethnicity: 50% of students are Latinx

    Developed a Collaborative Process:

    • Worked with Admissions & Records, ETS, and IR
    • Utilized available systems for data that included SARS, Argos, Program Review Tool
    • Developed Goals:
      • Establish initial baselines to capture future trends
      • Develop a student profile
      • Recognize equity gaps
    • Academic and Progress calculation is completed at the end of each term and students are placed on probation for the following term with summer being exempt.

    Developed Strategy:

    • Flip the negative connotation associated with probation
      • Probation does not define you, it is only temporary
    • Deliver “relational” student interaction
    • Practice Ethics of Care
    • Thru High Frequency – High Touch contact
      • They contact every student at least once every term
      • For many students, this was the first time someone at the college reached out to them

    Interventions Included:

    • Counseling Appointments, drop-in sessions
    • Triage students towards Campus Resources & Services
      • Book vouchers, laptops, MPS referrals, Financial Aid, Food Pantry, etc.
    • Reach out to stop-out students, intervention follow-up
      • During the spring quarter they removed 311 student holds, all returning students
    • Retention workshops, mini sessions

    Academic Probation Results:

    Probation Breakdown 

    As a result of their High Frequency – High Touch Approach

    High Touch Approach 

    Many students were found to be on probation due to many “barriers,” not that the students were doing anything wrong. Many students started out hopeless and changed to hopeful with a more case management and student centered approach. Many students needed assistance with time management, knowing their learning style, and having access/knowing about campus resources.

    • The Retention Team has been selected to present at the League of Innovation in March.

    Comments and Questions on the presentation included:

    • Tran asked if the students have to leave the program once their grades improve. Weber responded that many students do stay but other counselors can assist if needed. Many students who are in a specific program will work with their counselor in that program.
    • Hansen thought the team was doing some great work. When he started back in 1991, it seemed like the message was “give it your best shot” and we appear to be in a much better place now.
      • Weber commended that is an overwhelming and confusing system. Many students are just doing too much such as working too many hours and taking too many classes.
    • Booye commented that these students tend to be really hard on themselves and can go “down the rabbit hole.” Keeping things on a positive track with support is important.
    • Mandy commented that she has been in some of the workshops the team provides that include Financial Aid. She said the care and compassion comes through in these zoom workshops and that this is a great team to work with.
    • Balducci also commented that they are now trying to contact students in the 2.0-3.0 GPA area as a preventative measure to keep them from falling into the probation program.

    Mieso wanted the Retention Team to present to SSPBT as part of the focus on Student Equity, Retention, and Student Success. He said this team and program addresses all of them in a supportive approach. He thanked the team for their presentation and the wonderful work that they are doing.

    • Mieso explained that we will continue to invite other programs to present and keep the committee informed as we continue to engage in the SSPBT focus areas for 2021-21:
      • Student Equity, Retention, and Student Success
      • Guided Pathways
      • Student Centered Funding Formula

    Psychological Services Update

    LeBleu-Burns said that student mental health is a concern right now. Many students and their families are being affected by the pandemic with increased stress, financial strain, and health concerns. Domestic violence is on the rise and mental health is a concern in the 18-25 year age group where mental disorders tend to emerge.

    Psychological Services is available to students with individual and group sessions available. If the student requires more than what can be offered, they will be referred to a community service provider that can provide more specialized services to accommodate their needs. The psychological services provided are not available 24 hours but a list of Crisis Intervention links are available on their website.

    If it is an emergency it needs to be reported to the District Police but non-emergencies and general concerns can be reported through Maxient. The link can be found on the Faculty & Staff webpage under Incident Reporting on the right side of the page.

    A question was asked about how the process worked when a report is received.

    • LeBleu-Burns replied that the response does depend on what kind of report they receive.
      • If they receive a report about a student struggling with depression, it would be forwarded to Psychological Services to reach out to the student.
      • If it was an emergency situation, it would be referred to District Police who would then have their dispatcher work with the local jurisdiction where the student resides.
      • The reports received are responded to as quickly as possible but if a report comes in at 11pm in the evening, the report will not be reviewed until the next day.
    • There was a concern shared about reporting mental health issues to the police and while LeBleu-Burns shared that concern, police need to be notified in cases of emergencies, especially since self-harm can sometimes lead to harm to others.

    There will be a Grief Support group session hosted by Psychological Services to honor Sandra Diaz, a faculty member of De Anza who recently passed away this Friday at 3:30 pm.

    Member & Program Updates
    • Tran reported from DASB, soon to be DASG. They endorsed the removal of the smoking zones resolution on campus and have approved a new vice president of DASB.
      • The application deadline has moved to Feb. 8th from the original date of Feb. 1st
      • SRS is hosting a Resource Fair on Feb. 26th
      • Budget deliberations begin next Wednesday
      • A question was asked about where the new name change came from
        • Tran responded that this discussion began last year and been ongoing. It was found the term “student body” was confusing and not clear to students but “student government” was understood and commonly used at other California schools.

    • Hansen from (FA) said they have a negotiation proposal in the works that cannot be discussed further at this time.

    • Glapion reported from Academic Senate and they had a presentation on Academic Dishonesty that led to some discussion and shared experiences.
      • There was some discussion on the new ICS requirement and the revision of the constitution regarding compliance, flexibility, etc.
      • The Shared governance Workshop with guests from CCLC and ASCCC was good. It was mentioned that the focus was primarily on faculty and that classified need to be brought in to the meetings as well, not after.

    • Kobata reported from Classified Senate. They have been working on their own Reflection Questions and more discussion is taking place regarding Professional Development Day.

    • Mandy said the delayed CARES fund disbursements should be going out around mid-February. They delay was caused by suspected fraud that needed to be looked into before the disbursements went out.

    • Alexander gave the committee members the link to the BFSA events coming up for Black History Month with an event scheduled this Friday with guest speaker Dr. Benjamin Bowser and a BSU Movie night coming up next week.

    • Booye reported that 420 EOPS students have received grants working with Financial Aid and their EOPS applications for spring is now open.

    Good of the Order

    Members did not have any statements or observations to note at this time.

Documents and Links

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