Committee on Committees Minutes for Wednesday, January 18, 2023
Minutes
The Academic Senate Committee on Committee on Committees Technology Subcommittee met on Wednesday, January 18, 2023 at 11:30am
Committee Members in Attendance:
In attendance: Danny Sexton, Chair, Christine Mooney, Ex-Chair, Julian Stark, Secretary,
Liaisons in Attendance:
Rajesh Vaswani (Information Technology), Sangeeta Noel (Human Resources), Steven Dahlke (Chair, Steering Committee)
Business:
The meeting was called to order at 11:30am
The meeting (Zoom) began at 11:30Rajesh: Faculty At Large Senate Elections don’t include adjuncts? No, Full-Time Faculty, HEOs, and CLTs
1) Chris: Email the draft of the invitation to serve to Steven, Steven will send it out. The response last time was abysmal.
2) Danny: There are already vacancies, three for this semester. Please send us up to date data.
Is this the actual email to be sent out? Sangeeta: It should go out to everybody. Chris: We will use the email distribution list. Rajesh: HR updates the list. Sangeeta: The adjuncts are not updated. Raj: The COC membership isn’t updated either.
3) Chris: The proposed ballot should go out on March 28th, to fulfill the 2-week notice requirement in the Bylaws. Let’s set March 17th as the date for all the preparation to be done. An advisory email should go out on February 17th and then a reminder on February 28th. The email should have a link to the Committees page on the QCC website. Raj: February 15th. Chris: Okay, that will give us 3 ½ weeks to go over the spreadsheets. After ascertaining any shortfall, the COC can send the Chairs of those respective departments an email: “Your department has X numbers who have committed to serve (NB: in other words, not very many).” The chairs can then push their faculty on applying for committee membership. Raj: We’ll be set after that for the Faculty Senate election as well.
4) Danny: I’m not sure the database works. Raj: Jeanette used to do it with a magnetic board with the faculty names. It’s old, but it works; the problem is, it hasn’t been updated. Everything is convoluted: there were multiple databases; there should be just one. The Qualtrics software is being used now for the student evaluations. If the backend database doesn’t update to the website, is it worth using? There is software called “Presence,” maybe the COC can use it. Since we have it, it’s already free, and it’s very user-friendly. Chris: Paul Sideris is on the “COC Tech Subcommittee” member, maybe we could have a Zoom meeting to demo it. Raj: Yes, I could demo it. Chris: maybe in late March. When David Sarno was Chair of the COC, the database used to automatically update! The ballots are in Word. Raj: Send me the Word file with the colors.
5) Chris: Spring 2023 terms which are ending should also get notices that they can serve on another committee. What is the end date for Fall 2022 terms? Fall 2025? There is some confusion about the end dates. Let’s make sure that everything is up-to-date before the Big Pulse link goes out. Raj: With Qualtrics, the results could be exported to the database with the correct end dates.
6) Raj; I just need the database for now, maybe we could get to the point where we can sunset it. Chris: We also have the preferences from the COC database. What about requests for enrollment history? Raj: The database wasn’t properly maintained, so the history is incomplete.
7) There was a brief discussion about the VPN link to the database, which Chris has used, but Julian and Chris have found it to be unreliable. The computer in one’s office must be on to access the database remotely. Danny doesn’t have access now, Julian has not tried recently. Raj: Let us know, we are totally behind you having access.
8) Chris: I’m worried about the dates: 2/6 - 2/14 for the first invite to serve? Raj: I’m going to use the legacy database; I’ll list the end dates for everyone. Chris: People who need to get the email should get it. Raj: I did find a couple of discrepancies.
9) Chris: The Committee Chairs need to update their Committee websites; Steven has to bug them to do it.
10) Chris: Raj, you need an updated conact email. Raj: Usually, the names and the dates. Get me the email invite also. Chris: The invite gets sent from the COC Mailbox; where does Raj send the email to the Chairs? What the confusion is, is about the end dates. Steven: Hopefully, the process will go more smoothly now. Raj: Maybe we can update from the website after all, otherwise, we should sunset the database.
11) Chris: We met on Zoom for recent meetings, and it worked better than when we used to meet in person.
12) Raj: Spring Recess is from April 5th to April 13th. Chris: so the Senate Meeting is on the 18th, which means that the ballot must go out on April 4th. We’ll make the Committee Invite. Raj: The reminder emails usually just invite people who haven’t applied. Raj (checking an old invite email): If you click on the link, it still works; it has the names of the Committee members, which should be updated. The COC can’t have two members from the same department. The old names should be removed. Chris: Liza always said that the faculty are responsible for maintaining their CVs and knowing their historical committee assignments. Raj: We should use Marketing to help draft the invite, the email. Sangeeta: it shouldn’t have too much text. Steven: I will work with Marketing to draft it.
The meeting was adjourned at 12:25 PM.
Respectfully Submitted,
Julian Stark,
Secretary
Respectfully submitted,
Julian Stark
Committee on Committee on Committees Technology Subcommittee, Secretary
Minutes typed on 01/18/2023
