LBCCD – Board of Trustee Meeting – December 8, 2015 – Part 6


they’re making processes more
approachable will make our school tremendously more inviting and now
seasons around the financial aid advisor is going to be smart about how design
principles can help served two tours to the college come in different shapes as
I from the application for me with their missions process entry into the
college’s experience different students that they are welcoming guided inside by
different colored representatives for failing different primary functions
students entered into the toys in many different places not wasting your front
door but there are many different tours summer outreach or support programs and
some of the first orientation session is required to enter into specific
discipline her study programs tomorrow’s offices with incoming new students are
continuing students that go for information and support some selections
it suspicious Pacific students are groups there’s a catch all of students
from every possible age and it disappears that it is also follows the
research that many students must export many doors and experience I’m fine with
information he received at every such tours to inspire priorities and
conditions and different people that instruct them and advise them in
different way feel these staff members are thoroughly
trained to inform students about the options and regulatory limit a
financially although the College all of the college needs is to take
responsibility for stalling financial literacy into the students because
students entered many different point I need advice on this matter wherever they
finally the principles of helping and serving our students constructing an
alternative or attractive physical place at easterner certain location to which
is today can go to get the information and advise them in a one-stop Career
Center information is the same as site is ideal for working with different
tours in educating the people at at different points of entry helps
incoming students acquire leary’s tea with respect to financial support giving
the staff to tools and proper training terrorists illustration program students
and their income in a new students are now like to turn it back to jail road
map online it says are desperate for November 2015 it’s very busy slide I
understand that we have been very busy this project started last last spring I
believe in April and May it was decided to move forward with the project since
then we have hired consultants and vendors we’ve put the teams together we
created a communication plan we started and finished phase one of the design
thinking as I mentioned earlier as we speak the business process previews for
financial aid and academic services are under way we’re just seeing is a little
bit further ahead in the next next week we start phase two which is the
intervale interviewing process for design thinking there will actually go
out and interviewed staff students faculty and their interactions with
students as they come to the valley and then from there we’ll move on to
creating a development we’re looking at all the information we gain in the
processes would be be ours the information we get from the design
thinking will develop a plan to start implementing and improving the system
but I’d really like to point out here is that there are 66 faculty students and
managers working on or different teams which they’re more will be invited as we
move along this does not include these students the faculty and staff who give their
time to be interviewed have discussions and give well-founded opinions this
chart will be updated as new information comes in and the development cycle in
phase two turn it over to the legal and we have been using the analogy of
palaces and doors throughout these two projects and I T we use the analogy of
palaces and then later on doors because it provides more of a physical represent
mission of the information systems that support our students and college a few
years ago another chief information officer of a neighboring village was
talking about her house she related herpetologist PeopleSoft system to a
house of cards this house has held up by balance part and her point one is
slightly off balance the whole house can come crashing down there or treat people
saw here this is true any higher education software because of
the uniqueness of our students that we serve reviewing our business processes
with a focus on student experience through design allows us to focus on the
doors and the world and the foundational infrastructure that is so critical to
getting students on their life power and to transition from a house part to a
fully functioning boarded a beautiful business process is comprised of various
were closed and software where we as Khalid as a college plan design build
and deliver a well planned and executed process should produce high quality
systems that meet or exceed customer expectations in this case the students
their systems are complex and often linked multiple department and multiple
software vendors integrating design thinking with business process reviews
create organizational understanding of how to party network blows affect students through
the college experience supports the students and their success
by agreeing to bring processes and technology to the front of the planning
processes integrated as integrated parts to the whole and do so collaboratively it also offers the
college more visibility of what is more important to the student and setting
priorities and roadmaps for improvement as a result acknowledged will transition
to a more strategic decision-making process versus reactive when deciding I
T priorities also having a roadmap for enhanced technology will give us the
opportunity to properly plan for implementation of new and enhanced
functions and services for students creating intuitive barrier 300 with
quality processes and data resulting technologies can be measured per success
and stimulate ongoing development cycle we can do begin to visualize how well we
are serving our students and where students struggle finally one of the
cornerstones of design thinking is continual improvement while we celebrate
our compliments and the accomplishments of our students we should look for it in
new trends and technologies that are coming down the road and assess how
these technologies might enhance our student experience with their newly
found collective knowledge knowledge will understand how these new trends
impacted day-to-day business and adapt boarding in fact thank the team for giving up their time
presenting with this and the team as a whole and everybody that has been
actively involved in this project it’s it’s amazing how many emails I get the
judge things that I is volunteering to help so it’s a great effort I think
everybody is behind it and President Obama has done a great job of
communicating it out to the statuette see our main goal is to improve the
processes in the interactive help them to see i mean that is what it’s all
about my favorite saying is we’re gonna burn those doors and the windows of
opportunity with that would make me question just here chillin comprehensive
information and comprehensive report but I I do have a question or you know
there’s a lot that you’re looking at you looking at technology you’re looking at
ways that you communicate the information how do you get the students
to the entire process but based on your expertise opinion what does a successful
financially path look like what would it look like for the student in a lot of
ways makes the terms I’ll and related financial preparedness I think what
we’re our goal is prepared financially not only do so are you talking when you
say financial preparedness are you talking about financial literacy very
much so yeah we want them to be able to understand what it is they need to be
prepared for when they when they either start at albee’s the you are continuing
their coursework child care transportation wish in these
every everything that surrounds that but that leads into everything else because
financially prepared yeah the academically prepared so it all has to
be gathered I think that’s the biggest thing we’re trying to do with as i think
is a look at it holistically Victor just say this is my part of it now you got to
go to somebody else get the next part of it has to be a handoff to be prepared
this all the way across I that’s now ok but I guess I kinda understand what
it’s going to look like further student I’m not I think the word the old word is it seamless we want our
students to be able to start here start at Long Beach City College and the
Long Beach City College in a reasonable manner we want them not to have starts
and stops as peter said we don’t want them to start down a path and then
realized they needed to go down if they do that we all have you share the same
vision and share the same will show if I get to share some of that is right now
and we’ve worked a lot with language unify to get students to understand the
parts to complete the FAFSA what they say is what that means to when
you receive money the importance of having textbooks the first day you
really understanding the financial commitment of education and gain a
consistent messaging for students as they come in so we’re looking ahead we
integrate that into this experience as their particular waiting through
orientation as you’re coming in and being communicated with with faculty and
programs sorry that consistency in this June experience which is why it’s so
important that this next step is really learning more about that student
experiences so it informs how we take this matter how we integrate the
information communicate with humans and if I can take the last step at this
trusty Archuleta and I think you know this all too well the goal here is to
use the tools we have put them in the hands of our students when they arrived
at class they have their books they have financial aid in their pocket the system
is designed so that they’re successful in the classroom as well as the
knowledge to be able to understand what does financial aid mean to their academic success so we’re trying to take
all those elements and as jack said financial aid is just one piece of the
puzzle for student success we’re trying to make that piece of the puzzle fit
with all the others to ensure that when a student arrives in a classroom they
are ready to succeed I i mean i understand that I guess I’m just taking
your example and I don’t mean to be difficult but I think taking your
example about understanding the importance of having the text books on
the first day of class granted I think students understand that
some students understand it but the connection between understanding that I
must have my textbook on the first day of class vs my economic situation being
that you know financial aid is not sufficient as we indicated to cover the
cost of my textbook then how do we then support that student to ensure that that
student has the text books on day one I guess that’s where this president
Peterson I think that pieces there’s a lot of working out here in the
student Equity Plan as well as looking how do we leverage other resources to
support network is making sure that it’s all connected and so it makes sense so
that sa guessing what we think will best work for students that we listen to
students and then connect them so we’re going to utilize ok we were given we
were given an example of a student that had to pay rent so that use their
financial aid money for rent and did the best they could without books and they
had a he had no idea that there are other sources the heat but it went to
get funding scholarships that so that’s where we need to build that success
going back to the slide number for this is just the first piece are our dream
colleges up there we have three more building blocks to put in place so once
we’re done with designed thinking financial preparedness and we’ll move on
to the next the next academic preparedness things that we tend to put things in the
box we want to get rid of those back but good job because I know that you’re
doing it and this is going to help not only the students but it’s also going to
educate faculty and staff at all points so that they’re able to then advise
students so thank you for that just he backs yes I want to salute you jack in
your committee lesion I know how hard it is one on the first day of class to make
comes to the office and says I need money to go to school you in the know
that before so I mean I think what you’re doing is terrific to make sure
that the students are aware of all their obligations and thank you for all your
work is one of them were going to interview just easy thank you I also
thank you for your great presentation and a couple of points and perhaps our
staff can provide input on this how much is this entire process costing
the district all the consultants everything all the financial impact to
the destroyed well we can talk about the specific
contract for the design thinking we have that number but this is part of the
college’s planning process which includes a whole number of issues that
are related to the various categorical that we’re working to like this student
equity funds for the triple XP funds over the Innovation Award funds but I’m
very do you recall top your head cause of that contract I want a comprehensive
cost them you know we have to lawyer we have trained their jobs actually for
contracts that the Board has already approved towards this effort so we the total of
those four contracts is 1.1 million great and I just wanna dovetail on what
trustee Archuleta said and I’m really happy and glad you brought that up to us
to our children and that’s been a question for me I have a few students
have a student that didn’t receive financial aid and has to work with jobs
in order to make up for the deficit and he was telling me that that’s widespread
in the college and it concerns me I don’t know if it’s whether it’s from the
financial aid from a federal side I’m not too familiar with what criteria are
but it concerns me and he was explaining he was sharing that look it’s summertime
is not really fall and it’s because a lot of these students are not getting
their financial aid it I want to see if you guys are looking into that to that
level of dad as far as it is financially being disseminated or is that too
granular for your study you just looking at it from a top level at this point and
you know it’s seeing what it look at how it’s set up at the college so severe as
documents in their two pieces the business process review is really get
the granular level that’s looking had the time to award that’s looking at the
steps that the student has to go through things to be processed so that their
efficiency piece is happening in the business process review and the design
thinking takes it to the next have to look at what the experience for students
in that process as well and so right now we’re one of the largest as a last year they don’t know our
numbers this year but as last year we were the 62nd largest financial aid
program in the state only after Los Rios crisis which is a system for me to
colleges so about around sixty percent of our students are receiving
financially that when the challenges that we’re trying to work through with
their students is that the federal regulations continue to to become more
stringent on students successfully completing and moving forward and so
it’s it’s making students aware of what those limitations are up front so they
know that if they’re not passing courses if they’re withdrawing from courses that
would that would firstly impact their ability to receive financial aid and the
college we can’t stop that from happening as the federal regulation but
we can make sure that we’re communicating with students early on and
helping them connect to the resources at their most successful ok I appreciate
that Greg and so as far as the implementation goes right now it seems a
great the interview stage correct yeah we’re at the interview paid for the
design thinking we’re prepared but the business process analysis we’re actually
what would be called the current stage or the discovery a meeting with the
consultants now as Greg met this week what we’re doing financial aid paid hours yesterday every
process that’s gonna go on through thursday we have all the financial
advisors the business process people are really talking to the consultants seeing
how we’re doing it comparing what can be done in PeopleSoft
and what’s being done at other other colleagues is they will go out afterward
down and write a report that will then come back and we’ll review that read or
look at it and see what changes we can make when we can make them to meet the
timeline or what the college we don’t want to start changing financial aid
right in the middle of a cycle but if there are things that we can get done
before the next cycle of late in the process well that’s not going to change the
money that comes from the federal government I moved on to a bigger question as far
as this entire process in January will get will get all the information from
the design thinking and from the PBR’s compiled out altogether will meet as a
team and decide and implementation we’re looking at making some changes in spring
semester then rolling more out for fall semester and then there’ll be some that
will take some time to read this I do you know what’s changes you are looking
to implement in spring and as far as students are concerned are you interview
students and if so how many what’s the sample population we were setting that
up right now we’re asking for students to be involved next week and then in
January will be doing more interviews I don’t have the number yet is just asking
we’re just getting the invitations that we had Jennifer Hicks and Robert Roberts
on the committee for the her space that we are also very lucky to
have a faculty member and manager that went here two years ago said the baby
had an experience that’s units and now as staff so we got both sides that
they’re okay and are you going to be sharing the results of this process with
us on an ongoing basis and report back to the board at the time and energy on a
recurring basis or is it just ad hoc our communication plan that we set up in
early in this process presentations but it’s it really depends
on when we have the information we have it this is one was early we wanted to
tell you that we are getting busy and working on this probably the next one
will be sometime in March when we have our development and set up you are going
I certainly appreciate this report I look forward to getting more information
on it future thank you their trusty questions
on this item I can’t help but note that one of our retirees today political science professor Eric rock
grab a couple of times and said we don’t answer the phones here how can kids get
in how can we help him succeed if they can get through and it seems to me that
what you’re doing is looking at those processes and student success isn’t
measured by persistence alone it’s not only measured by transfer and the use of
the things we have on our scorecard but the kinds of business systems that you
guys are looking at really contribute to whether a student has a successful
experience at this college and it’s very exciting very early but it sounds like you are on
a good path and you communicating well with us so we really appreciate that and
perhaps thanks now I double murder who remembers what we’re moving up not on the board and when somebody on
the presenters 12 percent now instead of 11:30 remember which one so we’re going
to do the student Equity Plan and thats agenda item 8.1 so we’re here to share
with you the student 2015 2016 my name Charlotte Hageman faculty counselor for
disabled students programs and services and I’m also the newly crowned Stephen equity faculty coordinator so
I’m very happy about that we are here to talk about and frame the conversation
with her are disproportionate impact Daddy Long Beach City College and dr.
Karen Rost you walk us through these flight I am Karen Elson I am the
associate dean of library and Learning Resources and the administrative
Administrative Coordinator this is the dashboard we created Long Beach City
College that captures disproportionate impact that it exists at our institution
the mailboxes and this is in your in the plan are the darkly shaded boxes that’s
where we see disproportionate impact on notice we’re looking across several
different groups ethnicity gender disability cetera one change for this
year was that age groupings was pulled out is no longer required by the
chancellor’s office on so that’s why it is not included in it in here in this in this dashboard we did
pull out multi-ethnic Native American and Alaska Native and Pacific Islander
students as is required now by legislation across the top you can see
the success indicators access completion the middle section that’s a basic skills
that’s getting from developmental our basic skills level to transfer level
passing it within six years degree certificates and transfer so this
is the same dashboard that you saw with our plan last year’s just give you an
overview of the areas in the groups we will be looking at looking to close the
equity gabs as a reminder we use the eighty percent rule which is basically
read this is about a comparison a rates looking at the highest performing read
and were trying to get all of the other groups within eighty percent of that
sort of the threshold were trying to reach so that everybody is performing at
or about 8 percent of the highest performing group I’m here to talk about the student
equity projects and give you a little bit of history about what we’ve been
doing I want to bring you up to speed on where the committee years so the student
actually subcommittee was approved by the CBC on September 2016 prior to this
the student equity effort was overseen by the student equity steering group the
committee reports to the Student Success Committee and is now in the formal
planning process i served as interim equity coordinator and was appointed
student coordinator on October 12 2016 so this is all gone pretty fast under
the goals of access we have a few proposals to highlight the committee in
the spring and the summer approved 31 proposals that address certain aspects
of the student Equity Plan and they needed to make those coordinate those
proposals to address the disproportionate impact data at Long
Beach City College so these are some of the proposals that we like to highlight
tonight in order to increase access and we have we had the fourth annual science
night and we have another one coming up in may this brings the community on
campus brings children on campus and it’s quite popular event focusing on the
AM we were highlighted the increasing student success in equity and metal
fabrication and welding program that is identifying and and looking at outreach
to include women into that program as well as other disproportionately
impacted groups are turn we had making movies with women in film making we had a few brown was here as a speaker and
she made quite an impact to women attending that conference

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