Institutional Self Evaluation Report

Standard IVA.4

The institution advocates and demonstrates honesty and integrity in its relationships with external agencies. It agrees to comply with Accrediting Commission standards, policies, guidelines, and Commission requirements for public disclosure, self-study and other reports, team visits, and prior approval of substantive changes. The institution moves expeditiously to respond to recommendations made by the Commission.

Descriptive Summary

West Valley College communicates with appropriate local, state, and federal agencies, and complies with agency policies and guidelines. West Valley College develops and sustains relationships with external agencies with honesty and integrity.

The college produced and continues to produce necessary information and reports in accordance with the Accreditation Commission standards, policies, guidelines, and requirements. The college was successfully affirmed in 2007, a follow-up report was submitted in 2009 followed by the regularly scheduled Midterm report in 2011. (4A.4.1) West Valley College expeditiously responded to recommendations made by the commission. Work on the recommendations and planning agenda items (now actionable improvement plan) continues and is included in this report. Board Policy 3200 clearly outlines the role and responsibilities of the Board of Trustees, Chancellor, and Colleges in the Accreditation process. (4A.4.2) Board policy states the institution in its entirety shall comply with Accrediting Commission standards, policies, and guidelines. The Chancellor provides the Board with the:

1. 
   ^{Status of all accrediting institutional entities}
   
2. 
   ^{Summaries of all accreditation reports and actions required}
   
3. 
   ^{Requirements of board participation in the accreditation process}
   

The Board Policy sets standards and expectations for the colleges to apply consistency in complying all ACCJC, state, and federal regulations to all accrediting agencies, communicating any changes in accreditation status, disclosing all information to the accrediting agencies.

West Valley College advocates and demonstrates honesty and integrity in its relationship with ACCJC. The college has been fully accredited and operational since September 1964. The accrediting process is crucial in assessing the many functions of the college, and as such is given high priority.

The college ensures that it meets compliance with the U.S. Department of Education (USDE) regulations. The college’s Financial Aid Office stays current with Federal Financial Aid regulation changes and applies them accordingly with clear and timely communication with students. (4A.4.3) Recently identified Distance Education Federal regulations are carried out for timely implementation and ongoing evaluation by the college’s Distance Education Committee. (4A.4.4)

The college’s preparation period, the Self-Study Report submission, and the visit coincided with a state-wide political controversy relative to ACCJC. West Valley College made a strong commitment to stay on course with the ACCJC’s current standards and requirements in preparation for the March 2014 visit. It reflects on the college’s commitment to focusing on inclusive and widely participated preparation process. Preparation for the 2014 Accreditation Report began in spring 2012. The Institutional Accreditation Liaison Officer (the Vice President of Instruction) and faculty co-chair established an Accreditation Steering Committee with wide representation from constituent groups. (4A.4.5) Key personnel attended training workshops sponsored by the State Academic Senate and ACCJC to acquire the information needed to prepare the self-evaluation and to understand new requirements. Accreditation Steering Committee meetings and documents are posted online (4A.4.6), and the report has been posted for feedback from the college community during the course of preparation period.

Moreover, West Valley College supports and participates in the mission of ACCJC by faculty and administrators taking part in visiting teams for the accreditation process of other community colleges.

Self-Evaluation

The college meets this standard.

Actionable Improvement Plans

None.

Evidence

4A.4.1	Past Reports to ACCJC	http://westvalley.edu/committees/Accreditation/reports_surveys.html
4A.4.2	Board Policy 3200	http://www.westvalley.edu/committees/Accreditation/2013/evidence/4a/bp_ap_3200.pdf
4A.4.3	Financial Aid Convocation Presentation	http://www.westvalley.edu/committees/Accreditation/2013/evidence/2b/FinAid_outreach_Convocation_13-14.ppt
4A.4.4	Distance Education Committee Goals 2013-14	http://www.westvalley.edu/committees/Distance_Learning_Committee/Documents/Committee_Documents/dlc_strategic_plan-dec_12_2013.doc
4A.4.5	Accreditation Steering Committee Membership	http://www.westvalley.edu/committees/Accreditation/members.html
4A.4.6	Accreditation Steering Committee meetings and documents	http://www.westvalley.edu/committees/Accreditation/meetings.html

Standard IVA.5

The role of leadership and the institution's governance and decision-making structures and processes are regularly evaluated to assure their integrity and effectiveness. The institution widely communicates the results of these evaluations and uses them as the basis for improvement.

Descriptive Summary

West Valley College regularly evaluates participatory governance and decision-making structures and processes. This evaluation process occurs during annual retreats of the College Council. (4A.5.1)

Part of the retreat agenda is a review of current participatory governance structures and their effectiveness and whether they are sufficient in number, assignment, and purview. Furthermore, the college’s annual goals and objectives for the coming year are developed at these retreats in conjunction with the identification of roles and responsibilities of the participatory governance committees for the annual goals and objectives. (4A.5.2) Any recommendations for changes in the governance structure along with the current developed objectives are disseminated through the existing participatory governance structure and process to the college-wide community.

College representatives to District Council meet the week prior to each Board meeting to review the pre-Board agenda and provide input and advice to the Chancellor on matters of district-wide importance. Additionally, college representatives participate in District Council orientation sessions for new members and review of the operating principals which include mission, purpose, ground rules, operational guidelines, and membership.

As part of the District Council Operational Guidelines, the following evaluations occur:

1. 
   ^{The first meetings of October and February are designated for team building and reviewing DC’s mission, goals, and the way business is conducted.}
   
2. 
   ^{The membership will evaluate the functioning of the District Council each year according to criteria developed by the Council. The evaluation will be completed by the end of May each year.}
   

Decisions and recommendations made by the District Council including any changes in structure, processes, goals, or objectives are dispersed by council members to their appropriate constituency group or through email (4A.5.3)

In concert with the Accreditation Self-Study cycle, the college conducts Employee and Student Surveys (every 6 years) to evaluate the role of leadership and governance decision-making structures and processes. (4A.5.4) Results of the surveys are shared and reviewed by the college-community through the participatory governance process. Areas of concerns/weaknesses identified in the surveys are discussed and solutions and improvements are developed for implementation.

Self- Evaluation

The college meets this standard.

In 2011-12, the District Council membership was evaluated and revised to ensure equal representation among all constituent groups. The revised District Council Orientation and Evaluation Operational Guidelines were adopted on March 12, 2012. (4A.5.5)

A 2011 review of the college mission statement was prompted by the change in the overall mission of the California Community College system. (4A.5.6) The college’s process for periodic review of its mission statement is effective as it aligns with the state’s priorities and student’s learning and success needs. The college process firmly adheres to participatory governance principles and the resulting statement was vetted and supported by a substantial population of college stakeholders and unanimously adopted on October 27, 2011. (4A.5.7)

All council and senate meetings are open to foster a participatory governance atmosphere and encourage input from all constituencies. Weaknesses found in governance and decision making structures and processes may be brought forward by any college community member to the councils for evaluation and action if necessary. (4A.5.8)

The successful recruitment and hiring of the new President who previously served as Vice Chancellor of Human Resources for WVMCCD and Interim President of West Valley College ensures an institutional history that is valuable in evaluating effectiveness of governance and decision making structures.

The Employee Accreditation Survey found that exactly half (50%) of respondents strongly agreed or agreed, 31% were neutral, and 14% disagreed that the systematic evaluation of the role of leadership and the college’s governance and decision making structures for improvement purposes occurs. (4A.5.9)

Actionable Improvement Plans

The college continues to fine-tune the participatory governance evaluation process to be more systemic and streamlined.

Evidence

4A.5.1	College Council Annual Retreat	http://www.westvalley.edu/committees/accreditation/2013/evidence/4a/college_council_retreat_11-04-2011.pdf
4A.5.2	College Goals and Objectives	http://westvalley.edu/committees/Accreditation/goals_objectives.html
4A.5.3	Email re: District Council Goals	http://www.westvalley.edu/committees/accreditation/2013/evidence/4a/district_council_operating_principles.pdf
4A.5.4	Accreditation Surveys	http://www.westvalley.edu/committees/accreditation/2013/evidence/4a/email_district_council_goals_2013-14.pdf
4A.5.5	District Council Operating Procedures	http://westvalley.edu/committees/Accreditation/reports_surveys.html
4A.5.6	CCCCO Mission	http://www.cccco.edu/
4A.5.7	College Council Mission Statement Approval	http://www.westvalley.edu/committees/accreditation/2013/evidence/1a/college_council_mission_approval.pdf
4A.5.8	WVC Committee Website; Meeting Minutes	http://www.westvalley.edu/committees/
4A.5.9	Employee Accreditation Survey	http://www.westvalley.edu/committees/Accreditation/2013/evidence/3a/accreditation_survey_employee_final_7312.pdf