Faculty Senate Minutes (1/25/12)

Tri-County Technical College

                   Faculty Senate Minutes

Date: January 25, 2012

Location: Fulp 400

Time: 12:30

Members Present:  Franklin Smith, Cherlyn Brown, Robert Newton, Penny Edwards, Marla Roberson, Donna Shannon

Members Absent: Alberta Reed, John Price, Mandy Orzechowski, Rhonda Harris, Amoena Norcross, Shannon Farr, Tonique Dennis, Marshall Franks, Elizabeth Bryan

Guests: Bill Whitlock, Lee Tennant

Presided: Donna Shannon

Approval of Minutes: November minutes approved

1.Issue discussed and major points of discussion: 

Work study students working at the Help desk  – Lee Tennant spoke to faculty senate concerning work study students and their role in IT. Faculty have expressed concerns of work study students working at the help desk and information that may be available to these students. Lee explained the process of passwords, banner and blackboard with regards to work study students. Passwords are self-service and there would be no reason for students to access. No one in IT should ever ask for passwords from faculty or students. Work study students do not have access to banner or blackboard assistance.

A faculty member recently experienced a breach of password confidentiality which resulted in further investigation by Lee and immediate follow-up with the faculty concern.

Action to be taken as a result of discussion, person(s) responsible, and timeline:

Lee Tennant reported back to the meeting before adjourning. It was concluded that work study students would not be working at the help desk starting January 26, 2012. Only full-time staff or part-time non-students would be working at the helpdesk.

2.   Issue discussed and major points of discussion:

Attendance Policy and Financial Aid – Bill Whitlock presented to faculty senate concerns from financial aid concerning attendance, LDA’s and how it affects Title IV. Mr. Whitlock explained the problems with inconsistent reporting and how it affects the student’s financial aid, college collections, and the financial aid auditing process. Discrepancies in attendance can determine the amount of money the student is responsible for paying the college or the federal government. Some students know the system and when to withdraw to avoid the 60% mark which is the indicator for being responsible for owing money to the college. A faculty senate member asked specifically, “Do you want the attendance policy to not be less ambiguous so faculty will understand the importance of ensuring class rosters.” Mr. Whitlock responded that a stronger statement would benefit the process.

Action to be taken as a result of discussion, person(s) responsible, and timeline:

Faculty Senate will consider a new attendance statement to include language that will emphasize the importance of maintaining and ensuring accuracy of  class rosters.

3.   Issue discussed and major points of discussion:

Donna reported that Sharon Colcolough had been contacted concerning the use of outlook calendar and training sessions.

Action to be taken as a result of discussion, person(s) responsible, and timeline:

Sharon confirmed that outlook training would be available for faculty in the spring semester.

4.   Issue discussed and major points of discussion:

Cameras in classroom – Donna met with Dr. Buckhiester concerning cameras in the classroom. Faculty senate decided that camera use would be necessary and used in cases of equipment monitoring and in concerns of safety. Justification and camera approval will be submitted by faculty to the Department Head, Dean and VP/Provost of Academic Affairs.

Action to be taken as a result of discussion, person(s) responsible, and timeline:

Dr. Buckhiester has implemented a form for the approval process. This form will be posted for faculty to access on eTC.

Announcements/Concerns

Next meeting date, time, and location:

February 28, 2012

12:30

Fulp 400

Name of recorder: Donna Shannon

Faculty Senate Minutes (11/16/11)

Tri-County Technical College

                   Faculty Senate Minutes

Date: 11/16/2011

Location: Cleveland Hall 142

Time: 12:15 – 1:15

Members Present:  Tonique Dennis, Donna Shannon, Robert Newton, Elizabeth Bryan, Shannon Farr, Penny Edwards, Franklin Smith, Cherlyn Brown, Marla Roberson, Amoena Norcross, Marshall Franks

Members Absent: Alberta Reed, John Price, Rhonda Harris, Mandy Orzechowski

Guests: Rick Clark, Tom Wallace

Presided: Donna Shannon

Approval of Minutes: Motion made by Cheryln Brown, seconded by Ameona Norcross

1. Issue discussed and major points of discussion: Cameras in Classrooms

Rick explained that the only reasons that a camera would be put in a classroom is to monitor equipment and problem areas, this has to be approved by the Dean.  These cameras will be monitored by the people in that specific area.  The cameras are universal and can store video for up to 30 days; however audio is turned off due to storage limitations.

Action to be taken as a result of discussion, person(s) responsible, and timeline:

The Senate decided that no action needed to be taken however Donna is going to follow up to verify that there is a formal internal approval process to request cameras in specific areas.

2.   Issue discussed and major points of discussion: Attendance Policy

The updated Attendance Policy has been sent to Dr. Buckhiester, due to Title 4 issues and continued discussion with Dr. Buckhiester the Senate decided to put this on hold for now. 

Action to be taken as a result of discussion, person(s) responsible, and timeline:

This is has currently been put on hold. It was suggested that we get a representative from Financial Aid to come speak to up about the effects of the Attendance Policy on financial Aid. Donna will schedule a meeting with Dr. Buckhiester for further discussion concerning the proposal.

3.   Issue discussed and major points of discussion: College Divisions & Faculty Representation

The Senate found that there were not any discrepancies with committee structure or other organizations ie. SCTEA

Action to be taken as a result of discussion, person(s) responsible, and timeline:

Donna will report the findings concerning this question to Dr. Buckhiester.

4.   Issue discussed and major points of discussion: Outlook Calendar

Discussed possible reasons for the lack of use of Outlook Calendar:

1.      Faculty do not know how to use it

2.      Do not want to use it

Action to be taken as a result of discussion, person(s) responsible, and timeline:

Suggest that more training be offered during the Fall and Spring. Donna will contact HR for additional training sessions.

5.   Issue discussed and major points of discussion: Helpdesk Work Study Students

Discussed whether work study students have too much access to sensitive information at helpdesk.  Most people do not feel comfortable with work study students at the helpdesk; this is a conflict of interest. Donna recommended that the student workers identify themselves when answering the phone.

Action to be taken as a result of discussion, person(s) responsible, and timeline:

We should get Lee Tenant to come speak to the Senate to explain the role of the student workers at the helpdesk, this can also be the time where the Senate expresses concerns.

Announcements/Concerns:

Next meeting date, time, and location:

January 25, 2012

Fulp 400

12:20PM

Name of recorder: Tonique Dennis

Staff Advisory Board Meeting Minutes (1/12/12)

Staff Advisory Board Meeting

Minutes of the Meeting

January 12, 2012

8:30 a.m.

Ruby Hicks Conference Room, RH-102

Members Present:    Lisa Anderson, Jennifer Creamer, Tonique Dennis, Tonia McClain, and Melinda Zeigler

Members Absent:     Rick Cothran, Vicky Graves, and Kelli Harrison

Length of Meeting:  30 minutes

1.          ISSUE DISCUSSED:          Call to Order—Tonique Dennis

2.          ISSUE DISCUSSED:          Chair Report—Tonique Dennis

The group discussed the Holiday Drop-in on the Pendleton Campus in December and noted that everything went well for this event. Sandra McCarroll did an excellent job with the refreshments and decorations. Refreshments were also served at the Easley Campus and the Anderson Campus as well. Expenses for these events were under budget. The silent auction on baskets with proceeds to benefit the United Way was a success. Lisa Anderson said that the Board should contact Jeff Christmas next year two months before the event so that the TCTC choir may be able to perform.

3.          ISSUE DISCUSSED:          Old Business

·         Review 1-9-1011.3 Presidential Medallion for Staff Excellence Procedure—The group discussed the proposed changes:

o   Refer to the appropriate name of the Staff Advisory Board (previously referred to as Staff Advisory Committee).

o   An eligibility change to require that the employee must have been a full-time employee of the College for the most recent five-year period. (This change is being proposed to match a recent eligibility change made to the Faculty Medallion procedure.)

o   These changes were approved unanimously.

·         Approve minutes from previous meetings—The minutes from the October 13, 2011, November 10, 2011, and December 8, 2011 meetings were unanimously approved as printed.

4.                                                                          ISSUE DISCUSSED:          New Business

·         Meeting scheduled for May 10, 2012, is on Late Registration Day, and Melinda and Tonia will not be able to attend. The meeting will be moved to May 3, 2012, at 8:30 a.m. in RH-102.

SAB Meeting Minutes

Page 2

January 12, 2012

·         All but two members on the Board will rotate off in June 2012. Kelli Harrison and Tonia McClain are the only current members who will be on the Board next year. Tonique will contact the appropriate Vice Presidents to appoint new members for the Board.

5.       ISSUE DISCUSSED:          Announcements--None

6.       ISSUE DISCUSSED:          Adjournment

           The meeting adjourned at 9 a.m.

           The next meeting will be held on February 9, 2012, at 8:30 a.m. in RH-102.

Strategic Enrollment Management Committee (SEMC) minutes (1/23/12)

Strategic Enrollment Management Committee (SEMC)

Meeting Summary

Monday, January 23, 2012

Present:  Doug Allen, Gayle Arries, Amanda Blanton, Jackie Blakley, Linda Driggers, Lou Ann Martin, Gwen Owens and Lisa Robinson

Absent:  Lynn Lewis

The following is a summary of the SEMC meeting which occurred on Monday, January 23, 2012.

Review/Approval of Minutes:

·         The minutes of the December 6 meeting were approved, with corrections.

Spring Enrollment Update:

·         Amanda gave a brief update regarding spring enrollment figures.  As of the first day of the second week of class, after the drop/add period , the college’s enrollment of 6070 students compared to the same week last year is down 5.25 percent, a decrease of 336 students.  With the enrollment increase in 2009, those students have graduated and are not being replaced.   Also, the College made a lot of changes (earlier admission deadlines and shortened add periods), and changes impact enrollment.  With the changes made in enrollment processes this year, a comparison of this year’s enrollment to last year’s may not be accurate for comparison purposes.  Over time, the College expects to see improved retention of students because of these changes; however, it will take several enrollment cycles to see improvement.  As we continue to implement changes, such as enrollment deadlines and more stringent financial aid regulations, we need to inform current students of the changes. 

·         It was suggested that the College be more pro-active in assisting students as some four-year institutions offer more help for students than Tri-County does.  We keep putting more and more responsibility on the students.  

Withdrawal Survey/Data:

·         In December, the Divisions called students who had their RANs set but who had not registered for spring term.  The top reasons for students not returning are personal reasons and financial aid issues, which is consistent with other College data.  According to ISIS Report 127, 225 students who were here in the fall had withdrawn during the semester.  We need to add GPA as a category on the report in order to analyze trends in withdrawals and GPA.  The College may want to initiate a campaign to bring back students who have withdrawn, although some students cannot come back because of financial aid.    As students withdraw, we need to ask, “What needs to happen in order for you to come back?”  Also, better career counseling may be needed on the front end so students pick the right major. 

Retention Updates:

·         Project Charter/Materials

o   A work group is meeting on February 2 to talk about developing a Project Charter for further development of the retention plan.  Half of the members of the work group are on the SEMC.  The committee discussed what materials from the SEMC should be reviewed by this workgroup.  It was suggested that the work group look at the College’s withdrawal process and what the student experience is regarding that.  Students currently just disappear – the College does not have a process to catch them.   Faculty follow College policies by reacting if students miss more than 2 classes; however, some faculty teach a large number of students and contacting those students places an extra burden on them.  It was suggested that the College have a retention specialist in each division to make the necessary contacts.  

·         FA Warning Workshops/Academic Recovery Workshops

o   Lisa stated that 929 students are on financial aid warning and 302 are considered recoverable.  Three Financial Aid warning workshops were held in January to provide students the opportunity to meet with academic advisors and financial aid counselors to discuss academic progress and financial aid implications.  The students targeted for these workshops were contacted via mail, I-Contact, and email.  Eleven students attended.  Lisa said a group is meeting on Friday to assess the workshops, the lack of attendance, and what can be done further into the semester to help these students.  Some students who were contacted to attend a workshop called the Financial Aid Office instead. 

o   Jackie suggested that when students transfer from other colleges, Tri-County should accept only the classes needed for their program.   Currently, the College accepts all transferable courses on the student’s transcript, regardless of whether or not the courses are needed for their major.  Once a student has taken 150 percent of their degree requirements, they fall out of financial aid graces.  Fifty credits from random courses can count against students.  The College may want to consider a transcript review and counseling session when students transfer in from another institution. 

·         eTC Portal

o   Lisa gave an update on the retention portal in eTC and said that she would like to change the name to something like Retention and Student Success.  Gayle suggested changing it to Strategies to Achieve Retention Success.  The committee decided on the latter.

·         Connection Article

o   The retention article for the January issue of Connection is currently being reviewed.

·         Retention Best Practice

o   At the last committee meeting, it was decided to invite faculty mentioned in the video interviews to present to the committee on their retention best practices.  The committee decided to ask Katy Goforth to talk about learning communities as a retention best practice at the next meeting.  Lou Ann would provide an update on LC² .

·         Announcements and Updates:

o   Amanda stated that a USC Leadership group is coming on campus February 13 and would like to sit in on key college meetings.  Since every division is represented on the SEMC, Amanda asked the committee if they would be willing to meet on February 13 and allow the USC Leadership group to observe.  The committee agreed.

·         Next Meeting:

February 13 at 10:30 am