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Tag: Waitlists

IPC (10/25/17)

The following discussion and action took place at the October 25, 2017 meeting of the Instructional Planning Council:

Dean Sivert called the meeting to order at 2:31 p.m.

  • Announcements:
    • NOHE Notice – Dean Sivert reported we are requesting that people receive approval from Instructional Services for NOHE’s prior to the work being completed.
    • Instructional printing changes – Fiscal Services sent out a memo to all Deans regarding a new account number for direct instruction costs related to printing. The Memo should be shared with all Divisions and Departments and will also be forwarded to IPC.
  • Comments from Constituencies – Acting Dean Justin Smiley reported that the Theater of the Absurd’s Rhinoceros opens on December 1, 2017.
  • First Reading – Integrated Draft for Review – Olga Diaz presented a draft of the BSI/SSSP/NCSSSP/SE plan. The funding allocation is currently pending and the new date that the plan is due to the Chancellor’s Office is on 1/31/18.  Olga asked that the Council review the draft and send her any feedback prior to the Second Reading.  The Second Reading will come to IPC on December 13, 2017.  The link to this living document will be sent out to the Council. 
  • First Reading – Career Education Committee (Formerly Perkins Planning and Advisory Committee) (IV.A.2) – Associate Dean Nichol Roe reviewed the suggested additional Governance Structure form for adding the Career Education Committee that would report to IPC.  The following recommendations were made:
    • All faculty to be appointed by Faculty Senate
    • Specify the “Representative, Special Populations”
    • Add ASG representative
    • Change “Informational” to “Information” Services Director (or designee)
    • Change all titles under members to reflect the official titles for the college
    • Change title on first line under Role from Instructional Services Office to Instructional Services
  • South Education Center Substantive Change Accreditation Draft – Dean Sivert reported that this draft is in its final stages. It will be going to the Accreditation Steering Committee on Friday, October 27, 2017 and then to SPC on Tuesday, November 7, 2017.
  • Waitlists Workgroup – Update – Barb Kelber reported that the workgroup met with and received input from students who were pleased that we are working on updating our waitlist process.
  • PRP (I.B.5) (I.B.9)
    • Department – Dean Sivert reported that each department may produce a department PRP, but are not required to.
  • Auditing a Course – Update (Seth San Juan) (II.A.1) – Seth San Juan reported that this was discussed at Senate a couple of weeks ago and their recommendation was that having a student audit a class is up to the discretion of the instructors.
  • Scheduling Tool and Process – Dean Sivert reported that the Summer 2018 scheduling tool development and process team included members from IRP (Michelle Barton and David Vazquez), Counseling (P.J. DeMaris), Evaluations (Rick Herren), Education Centers (Tom Medel and Ryan Williams), Instructional Deans and the VPI. The schedule planning tool provides us with information regarding fill rates from last summer.
  • FON – Faculty Hiring (III.A.7)
    • Process to hire outside faculty – Dean Sivert asked for discussion around what our process is for hiring part-time or full-time faculty to teach in a program that does not yet exist, such as Culinary. Barb Kelber reported there is language in BP 7120 and AP 7120 around faculty hiring stating that it originates from a department.
  • Certificates Workgroup (I.A.3) – Richard Loucks reported that the workgroup met a week and a half ago. They received a report with information about our certificates and programs over the last three years from IRP.  They are continuing to do more research and will bring more feedback to the next IPC meeting on November 8, 2017.

Full meeting minutes, once approved, can be found at the Instructional Planning Council website:

IPC (10/11/17)

The following discussion and action took place at the October 11, 2017 meeting of the Instructional Planning Council:

Vice President for Instruction, Jack S. Kahn, Ph.D. called the meeting to order at 2:32 p.m.

  • Announcements:
    • Marketing Update – Laura Gropen, Director of Communications, Marketing, and Public Affairs reported that our new brand is called “Palomar Powered”. She reported that her department has been working with Creative Services to effectively develop templates for the campus to be able to support this brand.  Laura also reported that her department oversees and/or develops marketing for billboards (3), digital campaigns, bus ads (50-88), class schedules, catalogs, community events, 3 Minutes of News and Palomar News.  She can be contacted at 760-744-1150 x2152 with any questions.
    • Need faculty member from IPC to serve on SSEC – VP Kahn announced that we need a faculty member from IPC to serve on SSEC and Susan Snow volunteered.
    • VP Kahn introduced Justin Smiley as the Acting Dean of Social and Behavioral Sciences.
  • Comments from Constituencies – Barb Kelber reported that she, Glyn Bongolan, Dean Sivert and Gary Sosa attended the Dual Enrollment conference on 9/27/17. They will be putting together summaries of their workshop experience to share with the Council.
  • Approve minutes – September 27, 2017 MSC – (Farrell/Smiley): The minutes for September 27, 2017 were approved and accepted into the record.
  • First Reading – Add Apprenticeship Faculty and Associate Dean of Workforce & Extended Studies to IPC (IV.A.2) – VP Kahn suggested we move to Second Reading/Action Item and vote on this item.  There was a suggestion on the Apprenticeship faculty being appointed by the CTEE Division.
    • Motion to move item to a Second Reading/Action Item:  MSC: (Miyamoto/Bealo)
    • Motion was made to add Associate Dean of Workforce Development & Extended Studies and Apprenticeship faculty representative appointed by the CTEE Division; motion carried unanimously. 
  • Waitlists Workgroup – Kelly Falcone reported that our waitlist is currently run manually as a “batch” process at midnight and stops running 5 days before a class starts. Another option is a “trigger” process that would automatically enroll a student once a position in a class open up.  Kelly will research both the batch and trigger options, look into models other colleges use around waitlists and come back to next IPC meeting on 10/25/17 with more information.
  • PRP (I.B.5) (I.B.9)
    • Department – VP Kahn surveyed the Council regarding the need for department PRPs to be completed for another reason besides the purpose of resource allocation. He suggested the following:
      1. All departments can do a PRP.
      2. The departments that want to a PRP can do one
      3. Departments do not complete a PRP, but at Resource Allocation time, fill out a Resource Allocation form.

The Council agreed that the departments who would like to do a PRP can do one.Questions­ – Contact Kelly Falcone at 760-744-1150 x3643 for Google Drive or PRP training

  • Faculty Prioritization – This typically happens in the spring.
  • Resource Allocation – This typically happens in the spring.
  • Block Grant update – VP Kahn reported we will not be receiving Block Grant funds this year.
  • Quirky web issue (Sivert) – Dean Sivert reported there was an issue on the IRP website that was fixed using the refresh button.
  • Staffing requests­ – The new VPHR will be putting together a staffing plan.
  • Guided Pathways – VP Kahn reported that he and Michelle Barton, Glyn Bongolan, Adrian Gonzales, Rachel Miller and Benjamin Mudgett have been working on a draft for a Guided Pathways Self-Assessment that is major initiative by the state. The draft is our own view of where we are with Guided Pathways at Palomar College.  We are looking at how we are creating accessibility for middle and high school students by the use of meta-majors.
  • Strong Workforce & Perkins Membership – Update (IV.A.3) – Nichol Roe reported we have been discussing creating a committee for Strong Workforce by combining it with the current Perkins Planning and Advisory Committee to form a new committee that reports to IPC. She would like to recommend this new committee meet twice a semester, with two additional meetings for Strong Workforce and Perkins proposal discussions for a total of six meetings per year.  It was suggested to add the following:
    • Instructional Dean
    • Information Services Director (or designee)
    • Facilities Director (or designee)
    • IRP Director (or designee)
    • Enrollment Services Director (or designee)

VP Kahn asked that Nichol bring a proposal to the next IPC meeting stating how this committee and their meetings will integrate into the IPC process.  This item will be brought back as a First Reading/Action Item at the next IPC meeting on 10/25/17.

  • Standing Reports
    • Accreditation – VP Kahn reported that we are finishing our substantive change report for the South Education Center.

Full meeting minutes, once approved, can be found at the Instructional Planning Council website:


IPC (9/27/17)

The following discussion and action took place at the September 27, 2017 meeting of the Instructional Planning Council:

Vice President for Instruction, Jack S. Kahn, Ph.D. called the meeting to order at 2:36 p.m.

  • Announcements:
    • Accreditation Steering Committee – IPC representative needed – Justin Smiley volunteered to serve on this committee.
    • Marketing Update by Laura Gropen on 10/11/17 – VP Kahn announced that Laura Gropen will be presenting a marketing update at IPC on 10/11/17.
  • Information/Discussion Items:
    • Add Associate Dean of Workforce & Extended Education to IPC – VP Kahn proposed to add the Associate Dean of Workforce & Extended Studies to IPC. There was discussion on keeping the structure as is, with “5 instructional deans” and having up to 5 present at each meeting.  There was further discussion on adding an Apprenticeship faculty member and also adding the Dean of Workforce & Extended Studies to keep the balance between administrators and faculty.  VP Kahn reported that we will bring it forth as a 1st reading at the next IPC meeting on October 11, 2017 adding the Dean of Workforce & Extended Studies and an Apprenticeship faculty member.
    • CASAS Update – Suzanne Sebring reported the Adult Education Block Grant (AEBG) members are working with ESL, Math and Reading for the CASAS implementation. Each area is implementing it differently.  CASAS (Comprehensive Adult Student Assessment Systems) is a nonprofit organization that provides assessments of basic skills for youth and adults and curricular tools to target instruction. CASAS is used by federal and state government agencies, business and industry, community colleges, education and training providers, correctional facilities, and technical programs.
  • Waitlists Workgroup – VP Kahn reported he is working on putting together a Waitlists Workgroup that will report out to IPC. Kelber and Kelly Falcone volunteered to assist. There was discussion on IPC implementing “Best Practices” around waitlists.  There was a suggestion to have Dr. Magnuson be involved and also to have him present at IPC.  VP Kahn reported he will reach out to Dr. Magnuson and will also ask Travis Ritt to see any if any faculty members would like to be included.  We will report back as an update at the next IPC meeting on 10/11/17.
  • PRP (I.B.5) (I.B.9)
    • Timeline (Attachment A) – VP Kahn presented the updated IPC timeline. He advised that degree and certificate information is now available now on the IRP website.
    • Rubric – VP Kahn reported that the comprehensive PRP rubric has been updated; incorporating the suggestions he has received. The Deans will be trained on the new rubric on September 28, 2017.
    • Training – VP Kahn reported that Deans will be conducting training over the next two weeks. He will send the dates of the trainings out to the Council.
    • Forms – Kelly Falcone gave an overview of the new PRP process on the Google drive. She took the Council to the following URL: which is a test site she created.
  • Auditing a Course – Dean Sivert reported many times extenuating situations occur around audits. The question was that if Palomar College is largely denying audits, should we have verbiage in our catalog and in our policies and procedures stating that auditing is allowed and further stating the parameters around it.  VP Kahn suggested we discuss this here and also at Faculty Senate.  Seth San Juan volunteered to bring this to the Faculty Senate for discussion and bring feedback to the Council on 10/11/17.
  • Strong Workforce & Perkins Membership – Update (IV.A.3) – VP Kahn reported that he discussed this with Dr. Blake and she is on board with the creation of this group and to have it report to IPC. There was consensus among the Council to support this as a way to move towards better integrating both areas within the college structure.
  • Instruction – New Partnerships –VP Kahn reported that the Deans and Directors have been doing a lot of outreach and making connections in the community:
    • Engibeering – We have met with CSUSM to discuss their Engibeering program that will be starting soon. They would like us to provide classes as a stepping stone into their program.
    • Formerly Incarcerated Students – We have met with members of Santa Barbara College and Mira Costa College to assist us getting better connected with serving formerly incarcerated students. Suzanne Sebring is taking the lead on offering instruction at Vista Jail and also offering a Summer Bridge program.
    • Business Programs – Tabled.
    • San Marcos Methodist Church – We are in collaboration with them in attempting to reach this demographic group with our Religious Studies program.
    • TERI, Inc. – We have met with them and are learning about the different programs they offer and how we can partner with them. They serve people with developmental disabilities.  They have also contributed a great deal to our food bank.
    • CSUSM Accelerated KINE Program – We have been working on this for about a year. CSUSM has a very impacted Kinesiology major.  Their Extended Education program will be prioritizing Palomar College students to get into their program by auto-enrolling students who take certain classes at Palomar College.
    • Harrah’s and Pala Casino – We have met with them to learn about ways we can serve them. Rincon has the 1st Native American Brewery and Beer.  We are working with them on partnering this with the CSUSM Engibeering program.  Harrah’s is interested in partnering with us around culinary and they advised that we can use their kitchen in this effort.  Nichol Roe reported that the VUSD applied for a grant around culinary as well.
    • Summer enrichment programs – Nichol Roe reported that we will be offering Palomar Powered Summer Enrichment Programs (formerly called Summer Academies). Classes will be transferrable and will be offered to all students, but marketed to 9th – 11th  Some examples of programs to be offered are:  Build Your Own Computer (BYOC), Fast and Furious Calculus Academy, Fire Forensics, First Responders, Gray’s Anatomy, Ocean Explorers, STEM Academies, Time, truth & Temples and Triple Threat.

Full meeting minutes, once approved, can be found at the Instructional Planning Council website: