Institutional Self Evaluation Report

Standard IVB.1.h

The governing board has a code of ethics that includes a clearly defined policy for dealing with behavior that violates its code.

Descriptive Summary

On January 17, 2012, the WVMCCD Board of Trustees adopted a new Code of Ethics/ Standards of Practice replacing existing WVMCCD Policies 1.5.1, 1.5.2, and 1.6.6. (4B.1.h.1) The new Code of Ethics can be found in Chapter 2, BP 2715 of the District Policies Manual. (4B.1.h.2) All Board members are committed to maintaining the highest standards in order to promote trust, confidence, and integrity in the working relationship between Trustees and staff. Other pertinent sections include Governing Board policy BP 2710 which covers areas relating to confidentiality, and conflict of interest. The Board performs a self-evaluation process to monitor performance and effectiveness every year. Additionally, the Board is subject to penalties for standards violations set forth in California Education Code and California Government Code. The policy reports the manner in which the violations will be addressed.

Self-Evaluation

The Board meets this standard.

Actionable Improvement Plans

None.

Evidence

4B.1.h.1	Board of Trustees Meeting Minutes: January 17, 2012	http://www.westvalley.edu/committees/Accreditation/2013/evidence/1a/bot_mission_approval.pdf
4B.1.h.2	BP 2715	http://www.westvalley.edu/committees/Accreditation/2013/evidence/4b/bp_2715.pdf

Standard IVB.1.i

The governing board is informed and involved in the accreditation process.

Descriptive Summary

In accordance with Board Policy 3200, the Chancellor works closely with the Board on Accreditation processes. (4B.1.i.1) The college President ensures that the Chancellor is informed about and involved in the college’s accreditation process. The Board provides input to Self-Study reports and approves the document, as well as Mid-term and Follow-up Reports. Accreditation updates were presented to the Board on November 19, 2013 and December 10, 2013. (4B.1.i.2)

The Board of Trustees receives regular updates on the accreditation process and is involved in the Self-Evaluation and related reports and updates as noted in BP 3200. The Chancellor keeps the Board informed of approved accrediting organizations and the status of accreditations and ensures that the Board is involved in any accreditation process in which Board participation is required. The Chancellor also provides the Board with a summary of any accreditation report and any actions taken or to be taken in response to recommendations in an accreditation report.

On June 19, 2012, the Board attended a workshop presented by ACCJC entitled Accreditation and Trustee Roles and Responsibilities. (4B.1.i.3) In addition to the valuable information in the presentation, the Board was also provided with several documents to assist them in their responsibilities in terms of accreditation. (4B.1.i.4)

Self-Evaluation

The Board meets this standard. The board gets involved throughout the Self-Study reporting and accreditation processes. Board certification of the Self-Study is scheduled on January 7, 2014.

Actionable Improvement Plans

None.

Evidence

4B.1.i.1	Board Policy 3200	http://www.westvalley.edu/committees/Accreditation/2013/evidence/4a/bp_ap_3200.pdf
4B.1.i.2	Board Accreditation Presentation – November 19, 2013	http://www.westvalley.edu/committees/Accreditation/2013/evidence/4b/BOT_Accreditation_Presentation_WVC_11-19-13.pdf
4B.1.i.3	ACCJC Presentation Accreditation and Trustee Roles and Responsibilities	http://www.westvalley.edu/committees/accreditation/2013/evidence/4b/accjc_accreditation_trustee_roles_resps_06_14_12.pdf
4B.1.i.4	Board ACCJC Workshop Documents	http://www.westvalley.edu/committees/accreditation/2013/evidence/4b/bot_accjc_workshop_documents.pdf

Standard IVB.1.j

The governing board has the responsibility for selecting and evaluating the district/system chief administrator (most often known as the chancellor) in a multi-college district/system or the college chief administrator (most often known as the president) in the case of a single college. The governing board delegates full responsibility and authority to him/her to implement and administer board policies without board interference and hold him/her accountable for the operation of the district/system or college respectively. In multi-college district/systems, the governing board establishes a clearly defined policy for selecting and evaluating the presidents of the college.

Descriptive Summary

The Board has established policy language addressing the District’s administrative organization, the Chancellor, and senior executive management evaluations. (4B.1.j.1) These policies include chancellor selection and succession (BP 2431), delegation of responsibilities BP 2430, and annual evaluation requirements (BP AP 2435).

A national search for a new chancellor was conducted in spring 2012. The board led the search and followed an inclusive process that involved West Valley and Mission College students, faculty, and staff. A search committee composed of employees from West Valley College, Mission College, and the district, as well as community members, recommended four final candidates to the Board. The Board considered recommendations, interviewed finalists and selected the chancellor. In July 2012, a new chancellor began serving as the chief administrative officer for the district. Upon hiring, the board delegated to the chancellor the full responsibility and authority to implement and administer board policies.

In accordance with Board Policy 2435, the Board of Trustees conducts an annual evaluation of the Chancellor. (4B.1.j.2) A process has been developed that fosters open communication, establishes clear direction, provides constructive and supportive feedback, and strengthens the Board/Chancellor relationship.

The process includes the development of annual goals for the Chancellor, mid-year discussion of progress toward goals, an annual constituent survey regarding the Chancellor’s effectiveness as CEO, the Board’s completion of an evaluation instrument, and an annual evaluation and goal development meeting.

The Chancellor’s evaluation, and all input into the evaluation, is confidential and takes place in Closed Session. The annual evaluation is generally completed by the end of June but may continue into July, and the goals adoption process is generally completed by August. The Board and Chancellor may vary the timeline and modify the process by mutual agreement, but are committed to completing an annual evaluation in a timely manner.

When a new Chancellor is appointed by the Board and begins service with the District, he or she meets with the Board in Closed Session to discuss and develop annual goals.

Generally, the Chancellor prepares a mid-year goals update and meets with the Board in early spring to discuss progress toward goals.

In late spring, confidential input regarding the Chancellor’s effectiveness in a number of areas is requested from the Academic, Classified, and Student Senate Presidents of each college; the administrators and staff reporting directly to the Chancellor; and input from three to five members of the community selected by the Chancellor. (4B.1.j.3) This confidential input is gathered via an on-line survey designed to measure the Chancellor’s effectiveness in several areas, including leadership, collaboration, communication, fiscal management, and professionalism; community members are sent hard copies of the survey. Also in late spring, the Chancellor prepares a final report regarding his/her annual goals.

The annual evaluation is usually a two-step process. At its first meeting in June, the Board meets with the Chancellor to discuss his/her final goals update and to review the confidential constituent input. Each Board member then completes a comprehensive CEO evaluation instrument designed to measure the Chancellor’s achievement of his/her goals and to rate professional characteristics including integrity, leadership, labor relations, fiscal management, relationship with the Board of Trustees, and community relations. The results are compiled and returned to the Board for review.

At the second meeting in June, the Board meets with the Chancellor to provide evaluative feedback, to discuss and assess the previous year, to discuss the upcoming year, and to begin development of the Chancellor’s goals for the upcoming year. (4B.1.j.4)

The Board delegates to the Chancellor the executive responsibility for administering policies adopted by the Board and executing all decisions of the Board requiring administrative action through BP 2430. (4B.1.j.5) In turn the Chancellor delegates authority to the college presidents for the development of educational and student services programs and operations of the college.

The selection of the presidents of the college is administered through BP 7120. (4B.1.j.6) There is a clearly defined procedure for the evaluation of the President of West Valley College as articulated in AP 2435. (4B.1.j.7) The President is evaluated annually based on performance goals and objectives. The evaluation process includes input from the Academic, Classified, Student Senates, reporting staff and administrators, and three to five members of the community.

Self-Evaluation

The Board meets this standard. The current Chancellor has been in office since 2012. The Board of Trustees has been diligent in exercising its role in requiring accountability from the Chancellor for the operation of the district.

Actionable Improvement Plans

None.

Evidence

4B.1.j.1	Board Policy 3100 – Organizational Structure	http://www.westvalley.edu/committees/Accreditation/2013/evidence/4b/4B1j1_BP_3100.pdf
4B.1.j.2	Evaluation of the Chancellor	http://www.westvalley.edu/committees/Accreditation/2013/evidence/4b/bp_2435.pdf
4B.1.j.3	Email of Evaluation Survey	http://www.westvalley.edu/committees/Accreditation/2013/evidence/4b/chancellor_evaluation_email.pdf
4B.1.j.4	Board Minutes re: Chancellor evaluation and goals	http://www.westvalley.edu/committees/Accreditation/2013/evidence/4b/board_minutes_chancellor_evaluation.pdf
4B.1.j.5	Delegation of Authority to the Chancellor	http://www.westvalley.edu/committees/Accreditation/2013/evidence/4b/4B1j5_BP_2430.pdf
4B.1.j.6	Selection of the President – BP 7120	http://www.westvalley.edu/committees/Accreditation/2013/evidence/4b/bp_7120.pdf
4B.1.j.7	Evaluation of the President	http://www.westvalley.edu/committees/Accreditation/2013/evidence/4b/ap_2435.pdf