BOARD MEMBERS PRESENT:

Bonnie Bruce
Bonnie Castrey
Sallie Dashiell
Matthew Harper
Michael Simons

BOARD MEMBERS ABSENT:

None

ADMINISTRATIVE PERSONNEL PRESENT:

Susan Roper, Superintendent
Patricia Koch, Asst. Supt, Business Services
John Myers, Asst. Supt., Educational Services
Jack Elsner, Asst. Supt., Personnel/Emp Relations
Carole Thomas, Executive Assistant

ADMINISTRATIVE PERSONNEL ABSENT:

None

PLACE AND DATE OF MEETING

District Education Center
May 2, 2000

CALL TO ORDER:

The meeting was called to order at 7:40 p.m. by the President, Dr. Simons.

CLOSED SESSION: (I)

There was no closed session.

PLEDGE OF ALLEGIANCE: (II)

The Pledge of Allegiance was given.

PUBLIC COMMUNICATION TO THE BOARD: (III-A)

Mary Ellen Pascucci, parent, spoke against the use of Eagle software for the Student Information System.

STUDY SESSION – STUDENT INFORMATION SYSTEM: (IV-A)

Dr. Roper introduced speakers as follows: Dr. Patricia Koch, Assistant Superintendent, Business Services; Dr. John Myers, Assistant Superintendent, Educational Services; Wray Miller, Director of Data Processing; Dennis Vlasich, Kerry Consulting Group; Jerry White, Director of Curriculum, and Dorothy Crutcher, Director of Pupil Personnel Services.

The Superintendent indicated that this has been a very difficult year for guidance staff at the schools. She thanked guidance specialists, registrars, career specialists and administrators on the guidance team at the sites for their patience and conscientious support of students in this frustrating year. She also expressed thanks to the Data Processing staff for their day-to-day support of the school guidance team, and everyone struggling to make MIG/SIRS operational.

Dr. Roper stated that while staffs have been struggling to make SIRS work, Cabinet began last November exploring options to replace MIG if necessary. A great deal of time and effort has been spent to research the options that would best meet the needs of students, parents and staff in both the near and far future. Dr. Roper reviewed the number of meetings and presentations which took place, stating that research included an in-house presentation of Student Body 2000 on March 9 for guidance staff and data processing staff. A second in-house presentation on Eagle took place on March 22 with the same staff invited to attend. In addition to these presentations, school and district staff went on site visits to San Bernardino, Irvine and Brea Olinda unified school districts. Data processing staff attended the Eagle user conference. In addition, many phone contacts and E-mails asked follow-up questions.

A meeting was held in the Board Room on March 28 to review the three options to be presented to the Board this evening. Again, guidance staff and data processing staff were invited. Questions were raised, some answered and some needed further research. A second large user group meeting was held on April 6 in the Board Room. The employee association leaders and the management team were also invited. Research continued.

Dr. Roper indicated that as research was conducted, the Superintendent’s Cabinet shared and analyzed data on a weekly basis. She indicated that it is clear to the Cabinet members that the decision is not simply about which company and software to choose, but is about our school district culture, what we value, and how we behave.

Dr. Roper stated that, based upon the research which has been completed and the input from guidance and data processing staff, it was her intention to recommend to the Board at its May 9, 2000 meeting that the district replace MIG/SIRS with Student Body 2000 by the Software Development Group.

Ms Crutcher outlined the general needs for the Guidance Department which relies heavily on the services of the Data Processing Department, including placement data, scheduling students, credits, health records, credit checks, GPA, CBEDS data, etc. She indicated that the transcript is a legal record so it is imperative that all data be accurate. Ms Crutcher further described the needs of parent/student guidance and recognition programs, and reviewed the history of the district’s Academic Recognition Program, developed by the district as an incentive for academically able students to achieve a strong academic base, broaden university admission and career options and prepare for college admission exams.

It was stressed that this is one of only a few districts which has such high parent involvement. The climate of college admission has been very competitive and our students are sought out by universities across the nation.

Mr. White talked about future projects in the district for the next three to five years which depend on the support of the computer system. Mr. White described the complex local testing required by the State. A need exists for the electronic transfer of records to and from feeder districts and colleges. He emphasized the need for local staff control because our community wants the information in such a way that it is easily understood.

Mr. Vlasich provided the history of the problems associated with the student information system since the district switched to MIG/SIRS. He indicated that the student system in the district is comprehensive, complex and unique. It is a support system that would rival that to be found in any private sector or industry. It has produced results and become a foundation of how we help students and parents plan students’ academic careers.

Mr. Vlasich indicated that last November he learned that things were going very wrong with MIG/SIRS and research began in earnest. At that time three options were identified. Mr. Vlasich reviewed the advantages/disadvantages associated with the three systems considered to replace SIRS and explained in detail their components: (1) Oasis, the existing program in the district with which employees are familiar and which was designed for the district’s specific needs. Staff has discussed revising Oasis; however, timing is an issue. The timing effort would take as much time as it would take to convert to one of the new options. Also, the technology is obsolete and while the hardware could be replaced the software would have to be upgraded. (2) Software Development Group/Student Body 2000 – is state of the art technology which would allow central support for school based activities. It would allow local control of development priorities but is not yet fully developed. It also has short-term dependence on one man. (3) Eagle/Aeries – this program is ready to use on Eagle’s terms. It allows customers to customize the program but most choose not to, knowing its limitations and the problems it would cause. It allows limited control, and users must adapt to more standard use of technology. This program is widely established across the state of California.

Dr. Myers commented on the risks associated with switching to the wrong program and losing the support of parents and staff. He believes there is a short-term risk with Student Body 2000 which will best meet the ongoing needs of the district. He indicated that the District could be immediately successful with a tried and true company like Eagle. However, because of the district’s unique needs, Student Body 2000 will be less of a risk and will provide more opportunity in the long run.

Dr. Koch discussed the costs of each of the options. She compared initial and ongoing costs, indicating that while one looks a little more expensive than the other, ultimately the overall costs would be very similar to what the District was going to pay to MIG. Dr. Koch indicated that there are significant staffing demands in both the Eagle and Student Body 2000 systems. Dr. Koch thanked the Board for having established six network technician positions at the sites, which has substantially reduced interruption to the District Data Processing staff.

Dr. Koch indicated that she did not believe there would be an impact on the General Fund by purchasing a new system. She indicated that the Board would be asked to consider providing authority to negotiate a contract at its May 9, 2000 meeting as a tight schedule would be required so that all major elements could be in place by the start of the new school year.

Board members asked questions and staff responded. It was agreed that this District provides a great deal of information to parents and students and the Board does not want to change the culture. Board members stressed the importance of having a student information system which would allow easy communication between feeder districts and the high school district. The Board stressed the importance of continuing to support the District’s existing guidance programs.

NEW BUSINESS: (V)

None.

ANY OTHER PUBLIC COMMUNICATION: (VI)

There was no public communication.

CLOSED SESSION: (IX)

There was no second closed session.

ADJOURNMENT:

The meeting was adjourned at 10:03 p.m.