Criterion 7:
Measuring Effectiveness
Meeting Minutes
September 19, 2007
Attendees: Jane Salisbury,
Paul Heintz, Becky Telford, Kathi Richards, Janice Michael, Susie Wise,
and Mona Walters
Absent:
Chip Hare
Jane Salisbury
reviewed the charge to the team which was selected by the college
through survey. We are to focus on Category 7, Measuring
Effectiveness. The specific area to be addressed is “collection,
storage, management, and use of information and data--at the
institutional and departmental/unit levels.”
The project time
line is to be 6 months to 3 years. Dr. Salisbury is to have a plan
posted by mid-October, 07 with a 100-word description including goals.
A concern was
shared from Cheryl Buecker about the management, storage, and retention
of student files for her program. Discussion followed expressing the
needs that other areas have with similar issues. These concerns
centered on data retention, storage, and discarding expired data, with
an emphasis on effectiveness and efficiency. Though similar, the
committee thought that each departmental unit may have requirements
specific to their areas and that certain requirements could be obtained
through the area specific governing agency. The need for electronic
imaging for archiving data was also discussed.
Following this
discussion, the committee identified four areas to concentrate on:
- Record
retention
- Storage of
data that is secure, manageable, and accessible
- Disaster
planning – how to continue normal business procedures if all data is
destroyed by disaster
- Education –
making the college community aware that data is available, where it
is, how to access and use it, and how to meaningfully interpret the
data.
As a result of
the committee discussion on the above areas, Dr. Salisbury will prepare
a draft of a 3-year project plan for the committee’s review that will:
- Look at the
length of record retention requirements by area, resulting in a
document with requirements and rationale.
- Evaluate
physical and electronic storage practices and needs. This may
result in the writing of a grant application for electronic imaging
systems.
- Address
disaster planning.
All of the above
will include an educational component. Various other stakeholders will
be invited to the table by area and/or task.
Dr. Salisbury
will invite Cheryl Buecker (ECE), Nursing, Allied Health, Matha
Schleinitz (HUS), Special Needs, and H.R. to the next meet to share with
the committee their data needs and concerns. These areas are ones
identified by the committee as having high critical need. Financial Aid
will be represented by committee member Kathi Richards and Student
Services by Chip Hare. The committee is charged with a review of the
draft plan, editing while the guests share their concerns in an attempt
to capture the concerns as they are stated.
Next
meeting: October 10, 1:30 – 3:00
Room: 345
