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Technology Committee2018-2019 Self-Evaluation Survey Report
INSTITUTIONAL RESEARCH & PLANNING
DECEMBER 2019
EL CAMINO COLLEGE
EL CAMINO COLLEGE
Table of Contents
1Executive Summary
2 3 3 4Background Objective 2018-2019 Survey
Updates Methods
5Participants
6Attendance
7Purpose, Goals &
Tasks
15Committee’s Functioning
28Decision-Making
Effectiveness & Communication
19Accomplishments & Improvements
30Conclusions &
Recommendations
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Purpose, Goals & Tasks
• Most respondents: ‐ Were aware of the
committee’s purpose.
‐ Understood committee’s responsibilities.
‐ Participated in goal setting.
‐ Participated in reviewing progress of committee’s annual goals.
• It is unclear if the Making Decisions Document was reviewed during the year.
• Respondents’ awareness of annual goals progress varied.
• Respondents’ opinions about the degree of progress of annual goals varied.
Executive Summary
Decision-Making Effectiveness & Communication
• Most respondents:‐ Did not clearly understand
the committee’s process to make decisions.
‐ Had the necessary resources and information to make decisions.
‐ Had regular communication with constituents.
‐ Communicated committee’s decisions to constituents.
• Most respondents said there was no regular evaluation of committee’s:‐ Work practices.‐ Decision-making processes.‐ Process to communicate
decisions.
• Respondents’ awareness of how decisions were communicated to other committees varied.
Committee’s Functioning
• Most respondents received an orientation when starting to serve in the Committee.
• Most respondents felt comfortable contributing ideas during meetings.
• Respondents’ opinions about how often survey results were used to plan committee’s work varied.
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In an effort to improve decision-making at ECC, the College Council charged a Task Force to write Making Decisions at El Camino College (2015-2020). This document explains the structures, relationships, and philosophy for making inclusive, data-informed, and well-communicated decisions through collegial consultation committees.
As one of the six college consultation committees, the Technology Committee serves for campus-wide technology planning.
Background The Making Decisions document includes a set of annual activities that contribute to effective and inclusive committee functioning. These are:
• Provide an orientation for committee members
• Review the committee’s purpose statement, purview and goals
• Conduct a self-evaluation to determine the committee’s effectiveness
• Review the Making Decisions document.
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• A self-evaluation survey was created to determine the committee’s effectiveness.
• The goals of the Technology Committee are:
-To evaluate needs, strategize solutions, and proposerecommendations for College technology.
-To develop, monitor, and evaluate implementation ofthe Technology Plan (within Comprehensive MasterPlan).
Objective
2018-2019 SurveyUpdates
• Past self-evaluation survey reports did not yield
useful information about the committee’s
effectiveness.
• Therefore, the survey was updated to collect data
that allowed a richer understanding of the way the
committee works.
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• The results of the survey correspond to the evaluation of the Technology Committee’s performance during the 2018-2019 year.
• The survey was completed via Qualtrics web-based tool.
• The survey used the following rating scales:
- Strongly agree/agree/neutral/disagree/stronglydisagree/not applicable
- Mostly completed/completed/partially completed/notstarted/not sure
- Always/most of the time/often/sometimes/rarely/not atall
• Some individuals responded during a regular committee meeting (November, 19 2019). Others did it later through a Qualtrics link sent via the chair’s and/or co-chair’s email addresses.
Method
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ParticipantsTotal population = 28 individuals
Total respondents = 16 individuals
Survey Response Rate = 57%
Most respondents had served in the committee 2 or less years (green bar).
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Attendance
The main reason to miss 1 or more meetings was time conflicted with another meeting (green bar).
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Purpose, Goals & Tasks
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Awareness of Committee’s Purpose
Most respondents were aware of the committee’s purpose (green bar).
I am aware of the purpose of this committee.
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Understanding of Committee’s Responsibilities
Understanding of Committee’s responsibilities varied among respondents:
• Most of them understood committee’s responsibilities (green bar).
• 25% showed neutrality* (blue bar).• 19% did not understand committee’s
responsibilities (red bar).
I have a clear understanding of the committee's
responsibilities.
*Neutrality here could be interpreted as:I prefer not to respondI am not sureI don’t entirely agree/I don’t entirely disagreeI lack sufficient evaluative judgment
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Committee’s Goal Setting
Participation in the committee’s goal setting varied among respondents:
• Most of them did (green bar).• 31% did not (red bar) • 13% showed neutrality* (blue bar).
I participated in the goal setting for this committee.
*Neutrality here could be interpreted as:I am not sureI lack sufficient evaluative judgment
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Review of Committee’s Progress on Annual Goals
Most respondents participated in reviewing the progress of the committee’s annual goals (green bar).
I reviewed the committee's progress on its annual goals.
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Review of Making Decisions Document
It is unclear if the Making Decisions Document was reviewed during the year:
• 38% respondents said they did (green bar).
• 38% respondents said they didn’t (red bar).
• 12% showed neutrality* (blue bar).
I reviewed the Making Decisions at El Camino College document during a committee meeting.
*Neutrality here could be interpreted as:I am not sure
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Annual Goals Progress
Most respondents were not sure about the progress of this goal (blue bar).
Half of the respondents were not sure about the progress of this goal (blue bar).
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Annual Goals Progress (Cont.)
• Most respondents were able to provide information about the status of this goal (green bars).
• However, respondents differed in its progress status.
• Most respondents were able to provide information about the status of this goal (green bars).
• Most of those who knew about the goal (taller green bar) agreed on a partially completed status.
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Committee’s Functioning
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Orientation to Serve on Committee
Most respondents received an orientation when starting to serve in the Committee (green bar).
I received an orientation to this committee when I began my membership term
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Contribution during Committee Meetings
Most respondents experienced ease/opportunity to contributing ideas during committee meetings (green bars).
I feel comfortable contributing ideas during committee meetings.
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I have opportunities to provide input for this committee.
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Annual Use of Survey Results to Plan Committee’s Work
Opinions about how often, during the year, survey results were used to plan committee’s work varied among respondents:
• 49% of respondents said they did in some degree (green bars).
• 31% of respondents said they didn’t (red bars).
• 19% said committee didn’t complete the survey (grey bar).
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Decision-Making Effectiveness & Communication
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Understanding of Committee’s Process to Make Decisions
Clear understanding of the committee’s process to make decisions varied among respondents:
Most did not understand (red bar).31% did understand (green bar).31% showed neutrality* (blue bar).
I have a clear understanding of how decisions are made on this committee.
*Neutrality here could be interpreted as:I prefer not to respondI am not sureI don’t entirely agree/I don’t entirely disagreeI lack sufficient evaluative judgment
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Resources & Information Needed to Make Decisions
Opinions about having the necessary resources and information to make decisions varied among respondents:
• Most of them did have them (green bar) and received minutes and supporting materials in advance (tables).
• 25% did not have them (red bar).• 25% showed neutrality* (blue
bar).
I am provided the resources and information needed to make decisions on this committee.
*Neutrality here could be interpreted as:I am not sureI don’t entirely agree/I don’t entirely disagreeI lack sufficient evaluative judgment
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Awareness of Communication of Decisions to Other Committees
Respondents’ awareness about how decisions were communicated to other committees varied:
• 37% weren’t aware (red bar).• 37% showed neutrality* (blue bar).• 25% were aware (green bar).
I am aware of how decisions made on this committee are communicated to other campus committees.
*Neutrality here could be interpreted as:I prefer not to respond I am not (entirely) sure
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Communication with Constituents
Regular communication with constituents varied among respondents:
• Most of them did (green bar).• 19% did not (red bar).• 13% preferred not to answer (grey
bar).• 6% showed neutrality* (blue bar).
I regularly communicate committee activities with the constituents whom I represent.
*Neutrality here could be interpreted as:I don’t entirely agree/I don’t entirely disagreeI lack sufficient evaluative judgment
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Communication of Decisions to Constituents
Most respondents communicated committee’s decisions to constituents (green bar).
I communicate decisions made on this committee to the constituents I represent.
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Regular Evaluation of Committee’s Work Practices
Opinions about regular evaluation of committees’ work practices varied among respondents:
• Most of them said they weren’t evaluated (red bar).
• 25% said they did evaluate them (green bar).
• 25% showed neutrality* (blue bar).• 6% preferred not to answer (grey
bar).
*Neutrality here could be interpreted as:I am not sureI don’t entirely agree/I don’t entirely disagreeI lack sufficient evaluative judgment
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Regular Evaluation of Committee’s Decision-Making Processes
Opinions about regular evaluation of committees’ decision-making processes varied among respondents:
• Most of them said they weren’t evaluated (red bar).
• 31% showed neutrality* (blue bar).• 25% said they did evaluate them
(green bar).
*Neutrality here could be interpreted as:I prefer not to respondI am not sureI don’t entirely agree/I don’t entirely disagreeI lack sufficient evaluative judgment
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Regular Evaluation of Committee’s Process to Communicate Decisions
Opinions about regular evaluation of committees’ process to communicate decisions varied among respondents:
• Most of them said it wasn’t evaluated (red bar).
• 38% said they did evaluate it (green bar).
• 18% showed neutrality* (blue bar).
*Neutrality here could be interpreted as:I prefer not to respondI am not sureI don’t entirely agree/I don’t entirely disagreeI lack sufficient evaluative judgment
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Accomplishments & Improvements
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Accomplishments
1. Review of Board Policies and Administrative Procedures
2. Transition to online catalogue
3. Completion/revision of Master Technology Plan
4. Chromebooks purchase
Accomplishments & Improvements Improvements
1. More leadership
2. Re-definition of committee’s mission statement, purpose & strategy
3. Broadening of committee’s goals to all committee’s constituencies (rather than only the IT Department)
4. Development of action plan
5. Clearer communication of technology projects (regular updates & completion dates)
6. Better communication of how committee’s goals are accomplished
7. More opportunity for collaborative work
8. More opportunity to share committee’s constituencies technology goals & accomplishments
9. More emphasis on the goal of information security
10.Better meeting formats
29Based on the 2018-19 committee’s work, respondents pointed out the following accomplishments and improvements:
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Conclusions & Recommendations
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Purpose, Goals & Tasks
• Although most respondents were aware of the committee’s purpose, 44% were unable to state that they had a clear understanding of the committee’s responsibilities.
• Most respondents were able to provide information about the status of two of the four committee’s goals. However, 50% or more respondents were unsureof the progress of the other two goals.
• Respondents mentioned two improvements related to the committee’s purpose, goals, and tasks (#2, 3, and 9).
Conclusions
Committee’s Functioning
• Most respondents received an orientation when starting to serve in the Committee
• Most respondents felt at ease participating in committee’s meetings.
• The fluctuation in respondents’ opinions suggest that the use of this survey results was not consistent.
• Respondents mentioned four improvements related to the committee’s functioning (#1, 7, 8, and 10).
Decision-Making Effectiveness & Communication
• Respondents’ communication with constituents took place. However, between 25% to 38% of them were unable to state they established communication with their constituencies.
• The degree of effectiveness of the committee’s decision-making processes could improve. Most respondents did not clearly understand the committee’s process to make decisions, and respondents’ awareness of how decisions were communicated to other committees varied.
• The evaluation of the committee’s work could improve. Most respondents said there was no regular evaluation of committees’ work practices, decision-making processes, nor evaluation of the process to communicate decisions.
• Respondents mentioned four improvements related to the committee’s decision-making effectiveness and communication (#4, 5, and 6).
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Recommendations
Purpose, Goals & Tasks
• Review and update the committee’s responsibilities to increase understanding of them among members.
• During meeting, provide regular updates of committee’s goals and ways in which they are being achieved so that members have clear information about the goals’ status.
Decision-Making Effectiveness & Communication
• During meetings, create resources/opportunities for members to report back to the committee about their communication with their constituents to ensure ample exchange of information between committee members and the campus community.
• Create a document that states the procedures used by the committee to develop their work, make decisions, and communicate them to other groups and stakeholders on campus. After creating this document, use it regularly. This will contribute to having more efficient meetings and clarity about what’s the role of each member, and in what way decisions are made and communicated.
Committee’s Functioning• Regularly use the results of this
survey as data to help inform the committee‘s work .
General• Strengthen the level of
commitment involved in serving in the committee to help prevent members from missing meetings due to time conflict with other meetings.
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