[DEOC] [EXTERNAL] - [SPAM] Fwd: Fwd: 2/26/24 SS RFP minutes and action items

Thu Mar 7 21:21:53 PST 2024

Thank you Sophia and Melissa!

DEOC team, please work with your campus partners such as VP of Student Affairs/Services, Chief Information Officer/IT Lead and possibly others to complete the form below and share it with me once it’s completed. So I can share them forward with the taskforce.

Shall we aim for March 21?

Please let me know if you have any questions.

Thank you.

Dr. Xuan Wang-Wolf, PhD (she/her)
Interim Dean
Learning Innovation &
Diversity, Equity, Inclusion, and Belonging (DEIB)
Olympic College
xwang-wolf at olympic.edu<mailto:xwang-wolf at olympic.edu>
Office: 360-475-7125
Cell: 360-731-6938

On Mar 7, 2024, at 8:49 PM, Sophia Agtarap via DEOC <deoc at lists.ctc.edu> wrote:

CAUTION: This email came from a non-OC system or external source. Beware of phishing and social engineering!

Dear DEOC--

Please find the RFP, Q&A notes, and rating form attached.

Big ups to Melissa for taking notes during the conversation! Please take a moment to review them and reach out to Xuan, Matt,
 or Sara with any additional questions or clarification you might have/need.

Xuan--Please let us know what other support or feedback you need from the commission.

peace,
sophia

Sophia Kristina R. Agtarap (she/siya)

Director, Equity, Diversity, and Inclusion

Washington State Board for Community and Technical Colleges

Book time to meet with me<https://outlook.office.com/bookwithme/user/428a9a0a3cb14afe82036360d2d894a8@sbctc.edu?anonymous&ep=signature>

<https://aka.ms/o0ukef>
________________________________
From: Melissa Williams <mwilliams at sbctc.edu>
Sent: Thursday, March 7, 2024 4:56 PM
To: Sophia Agtarap <sagtarap at sbctc.edu>
Subject: FW: [DEOC] Fwd: 2/26/24 SS RFP minutes and action items

Hi, Sophia,

I’ve attached my notes to the email that Dr. Wang-Wolf sent with the rating forms/rubrics so all the docs are together.

I hope this is helpful!

Melissa

<image001.png>
Melissa Williams, M.A. (she/her)
Policy Associate for Equity, Diversity, and Inclusion
Washington State Board for Community and Technical Colleges
mwilliams at sbctc.edu<mailto:mwilliams at sbctc.edu> •360-704-3992
sbctc.edu<https://www.sbctc.edu/> • Twitter: @SBCTCWashington<https://twitter.com/SBCTCWashington> • Facebook: @WASBCTC<https://www.facebook.com/wasbctc/>
__________________________________________________________________________
                                                SBCTC Vision
“Leading with racial equity, our colleges maximize student potential and transform lives
within a culture of belonging that advances racial, social, and economic justice
in service to our diverse communities.”

From: DEOC <deoc-bounces at lists.ctc.edu> On Behalf Of Wang-Wolf, Xuan via DEOC
Sent: Thursday, March 7, 2024 4:27 PM
To: Sophia via DEOC <deoc at lists.ctc.edu>
Cc: Wang-Wolf, Xuan <xwang-wolf at olympic.edu>; Matthew Campbell <mcampbell at pierce.ctc.edu>; Sara Tweedy <SaraT at bigbend.edu>
Subject: [DEOC] Fwd: 2/26/24 SS RFP minutes and action items

[Sent from outside SBCTC]

FYI

Dr. Xuan Wang-Wolf, PhD (she/her)
Interim Dean
Learning Innovation &
Diversity, Equity, Inclusion, and Belonging (DEIB)
Olympic College
xwang-wolf at olympic.edu<mailto:xwang-wolf at olympic.edu>
Office: 360-475-7125
Cell: 360-731-6938

Begin forwarded message:
From: Lauren Hibbs <lhibbs at sbctc.edu<mailto:lhibbs at sbctc.edu>>
Date: February 29, 2024 at 1:29:29 PM CST
To: "Sara Thompson Tweedy (sarat at bigbend.edu<mailto:sarat at bigbend.edu>)" <SaraT at bigbend.edu<mailto:SaraT at bigbend.edu>>, Matthew Campbell <mcampbell at pierce.ctc.edu<mailto:mcampbell at pierce.ctc.edu>>, Monica Wilson <mwilson at sbctc.edu<mailto:mwilson at sbctc.edu>>, Dani Bundy <dbundy at sbctc.edu<mailto:dbundy at sbctc.edu>>, Abraham Rocha <arocha at sbctc.edu<mailto:arocha at sbctc.edu>>, briley at wvc.edu<mailto:briley at wvc.edu>, Rip Heminway <rheminway at spscc.edu<mailto:rheminway at spscc.edu>>, "Hayden, Ruby" <ruby.hayden at lwtech.edu<mailto:ruby.hayden at lwtech.edu>>, Karl Smith <ksmith at tacomacc.edu<mailto:ksmith at tacomacc.edu>>, oibrahim at rtc.edu<mailto:oibrahim at rtc.edu>, "Jenny (Park) Wheeler" <jwheeler at greenriver.edu<mailto:jwheeler at greenriver.edu>>, Tracy Dahl <tracy.dahl at centralia.edu<mailto:tracy.dahl at centralia.edu>>, kristen.duede at wwcc.edu<mailto:kristen.duede at wwcc.edu>, mfuzie at yvcc.edu<mailto:mfuzie at yvcc.edu>, "Lee, Michael" <mlee at columbiabasin.edu<mailto:mlee at columbiabasin.edu>>, "Wang-Wolf, Xuan" <xwang-wolf at olympic.edu<mailto:xwang-wolf at olympic.edu>>, roy.caligan at scc.spokane.edu<mailto:roy.caligan at scc.spokane.edu>, "Daniels, Patricia" <pdaniels at highline.edu<mailto:pdaniels at highline.edu>>, cleaker at everettcc.edu<mailto:cleaker at everettcc.edu>, Kenn Nied <knied at sbctc.edu<mailto:knied at sbctc.edu>>, Lucas Myers <lmyers at lowercolumbia.edu<mailto:lmyers at lowercolumbia.edu>>, "Hayman, Douglass" <dhayman at olympic.edu<mailto:dhayman at olympic.edu>>, Vicki Walton <vwalton at sbctc.edu<mailto:vwalton at sbctc.edu>>, Edith Abbenhaus <eabbenhaus at sbctc.edu<mailto:eabbenhaus at sbctc.edu>>, Michael Brown <mbrown at sbctc.edu<mailto:mbrown at sbctc.edu>>, Joyce Hammer <jhammer at sbctc.edu<mailto:jhammer at sbctc.edu>>
Cc: Lauren Hibbs <lhibbs at sbctc.edu<mailto:lhibbs at sbctc.edu>>
Subject: [EXTERNAL] - 2/26/24 SS RFP minutes and action items

CAUTION: This email came from a non-OC system or external source. Beware of phishing and social engineering!

Dear Student Success Tool RFP Taskforce members,

Thank you to all who attended our Student Success Tool RFP meeting on Monday and especially for the amazing “happy birthday song.” It was the highlight of my work day!

As promised, below includes a summary of the 2/26/24 meeting minutes, including the co-chairs request for follow-up action items highlighted in green for our next meeting on March 11.

If you have any questions or need further clarification on any of the action items, please don't hesitate to reach out.

Meeting Minutes: Student Success Tool Taskforce - February 26, 2024

RFP Process and Vendor Overview

  1.  Abraham Rocha provided an overview of the Request for Proposal (RFP) process, including typical procedures and engagement with vendors.
  2.  He emphasized the importance of evaluating Total Cost of Implementation and Operations for a period of 5 years to encompass all aspects such as implementation, licensing, maintenance, and training.

WACTC Elements Requiring Clarification

The following elements have requested more clarification:

  1.  Vision for the product
  2.  Funding, cost structure, and maintenance
  3.  Implementation timeline, expected roles, and responsibilities of colleges, SBCTC

RFP Tools Shared by Matt

Matt presented two tools:

  1.  Software Evaluation Rubric: Example provided with categories including functionality, requirements, yes/no, and comments.
  2.  Priority Tool Elements: Blank worksheet for desired tool features; to be completed with stakeholder groups. Provides for tool score and discourse/discussion elements as well.

Questions to Digest with Vendors

Considerations include:

  1.  IT components of implementing a system approach
  2.  Project management and change management approach
  3.  Action items:

        *   Institutions with completed SS tool RFPs to send to Lauren by March 8.
        *   Utilize the priority tool element shared by Matt to identify criteria.
        *   Identify essential and non-essential elements with stakeholder groups.

Future Agenda Topics

     *   Discussion topics for future meetings:

        *   Technical aspects of implementation and configuration for a system-level approach.
        *   Proof of concept for bi-directional integration, considering unique aspects of CTC version of PeopleSoft.
        *   Implications of predictive models on tool usage during implementation.

Next Meeting: Monday, March 11, 2:30-4:00pm

Taskforce Member Action Items:

  1.  Utilizing the priority element tool workbook, institutions with completed SS tool RFPs to send to Lauren by March 11.

Attachments Shared:

  1.  Example rating form
  2.  Blank rating form

Warm Regards,

Lauren Hibbs, Ed.D

Director, Student Services

Washington State Board for Community and Technical Colleges

lhibbs at sbctc.edu•<mailto:lhibbs at sbctc.edu•> o: 360-704-4334 •

sbctc.edu<https://www.sbctc.edu/> • Twitter: @SBCTCWashington<https://twitter.com/SBCTCWashington> • Facebook: @WASBCTC<https://www.facebook.com/wasbctc/>

SBCTC Vision:

“Leading with racial equity, our colleges maximize student potential and transform lives within a culture of belonging that advances racial, social, and economic justice in service to our diverse communities.”

<WA Success Tech Tool RFP Rating Form.xlsx>
<WA Success Tech Tool RFP (2).xlsx>
<Student Success Tool meeting notes--03-07-2024.docx>
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