Academic Delivery Group (4/23/12)

Academic Delivery Group Meeting

April 23, 2012

2:00 p.m.

Personnel Conference Room

(Revised 5/22/12)

Members Present:     Doug Allen, Jackie Blakley, Tim Bowen, Lynn Lewis, Gwen Owens,                                             Donna Shannon, Sarah Shumpert, Brian Swords

Members Absent:       

Others Present:          Marla Roberson

Length of Meeting:  2 hours

Topics Discussed:

Dr. Buckhiester welcomed Marla Roberson to the meeting.  Marla attended the meeting to discuss library hours.  She distributed a proposal to close the Pendleton Library at 8:00 p.m. instead of 10:00 p.m., and discussed the factors included in the proposal.  Closing the library earlier in the evenings would allow personnel to be better utilized during peak hours.  Marla noted that library staff would be willing to accommodate any requests for an evening information literacy class or evening research time.  The members of the group wanted to review the proposal within their units and report back.  Marla will send the proposal to the deans electronically.  This topic will be on the agenda for the next ADG meeting.

The minutes of the March 27, 2012 meeting were approved with a minor revision.

In following up on the minutes, Dr. Buckhiester reported that Brenda Mattison and Sarah Shumpert did a great job presenting the online faculty credentialing process to Executive Staff.  While the budget is still a work in progress, and the $54,000 amount for the first year has not been confirmed, Executive Staff was 100% on board with the proposal. 

Dr. Buckhiester reminded the group that in February, Linda Driggers and Mary Heyer attended the ADG meeting to discuss the importance of LDAs, and suggested set times within the semester to require faculty to update the report.  The internal “FA” grade was proposed to indicate a “F” due to attendance issues.  The group discussed the frequency of the updates and noted that it would be the same amount of work, just spread throughout the semester.  The group agreed to try this new system for the summer.  Scott will modify the calendar to reflect the three dates, and will send reminder e-mails to faculty. 

In addition to the three reporting dates for LDAs, Scott noted that if a student withdraws himself, it is considered an academic event.  It is not an academic event when a faculty member withdraws a student, and Scott can only track withdrawals by students.  In order to prevent audits, we need to capture these academic events.  It was noted that much of the need for LDAs and much of the information required for an audit could be avoided if the faculty member took attendance.   The deans agreed that they will strongly encourage their faculty to take attendance.  Scott will draft the communication to faculty, and Dr. Buckhiester will add to it to encourage taking attendance. 

The group reviewed the “FA” grade.  The “FA” grade is a failing grade due to attendance.  It will show on the transcript as “F”.  “FA” is strictly an internal process and there should be no downside. 

Scott distributed a handout on changing the operational hours of some of units and noted that very few students require services during the evening hours.  He stressed that by closing earlier in the evenings, he could move personnel to peak usage times during the day.  There was some concern that varying closing times would cause confusion for students at the community campuses.  Brian will provide some information about the closing times at the community campuses.  This proposal will be presented to Executive Staff in a few weeks. 

The group discussed several policies/procedures.

3-2-1050.1 – The Grading System Credit and Non-Credit Courses procedure has been revised to reflect what the college does.  The members of the group made a few additional revisions.  After the updates, the procedure will be presented to Executive Staff. 

3-2-1050.2 – The Student Withdrawal from a Credit Course procedure has been updated.  The members of the group made a few additional revisions, and Scott will add the language to reflect changes in the LDAs.  After the updates, the procedure will be presented to Executive Staff.

3-2-1051 – The Repeat Grade policy has been slightly revised and will be presented to Executive Staff for approval.

Under Announcements, Gwen noted that the students and faculty did a wonderful job at the spring choral concert.

Doug reported that work continues at the ITC. 

Jackie wanted the group to be aware that the travel policy posted on eTC is not up to date and to be careful to refer to the updated policy.  She also asked for clarification and was assured that any program can use a variation in the 10-point grading scale.

With no further business, the meeting was adjourned.

Recorded by:             Anne Bryan

Next Meeting:            Tuesday, May 22, at 2:00 p.m., in the Personnel Conference Room,

                                    RH 102

Academic Delivery Group (3/27/12)

Academic Delivery Group Meeting

March 27, 2012

2:00 p.m.

Personnel Conference Room

(Revised 4/23/12)

Members Present:  Jackie Blakley, Tim Bowen, Lynn Lewis, Gwen Owens, Donna Shannon, Sarah Shumpert, Brian Swords

Members Absent:       Doug Allen, Scott Harvey

Others Present:          Galen DeHay, Brenda Mattison

Length of Meeting:  2 hours

Topics Discussed:

Dr. Buckhiester welcomed Galen and Brenda to the meeting.  He explained that, at an earlier ADG meeting, the group suggested that an update/overview from the Institutional Effectiveness Director would be helpful.  As the new Director, Galen provided that update.  Galen noted that the IE office is focusing on two goals; to accumulate good data and information to support the strategic plan, and to develop a model/structure for program review.

Data Accumulation:

• Community campus enrollment goals are being considered.  Several factors are under review by IE.

• Data that identify performance indicators will help the college meet its goals.  Most of the data generated is for external agencies.  Through the AACC, the college is a part of the Voluntary Framework of Accountability.  The VFA was created by community colleges, for community colleges.  It collects data focused on the unique attributes of community college students, and is reviewing many different indicators.  These data could be very beneficial to the college.

Model/structure for program review:

• Program review could answer a lot of questions.  An internal program review would allow us to look at what we do, and how we do it.  It could allow us to determine our strengths and weaknesses and to address issues and solve problems.  We are trying to consolidate reviews and have them all on the same cycle. Ideally, the data will be organized in a usable format and will be available to everyone. 

Brenda presented the recommendations of the project team.  Brenda noted the three pieces to the process (attitude/philosophy, technology, and course management) and the topics that addressed these pieces.  She reviewed the management of the process, the basic requirements and the requirements for adjunct and full-time faculty.  The team proposes that faculty be required to take Course 0136, Fundamentals of Online Teaching, from the University Wisconsin, offered as a self-paced online course, and that the college pay the tuition for this course.  Full-time faculty may choose to complete the “Enhanced Requirements” which would make them eligible for a performance pay bonus.

The group discussed this information.  Since the certificate earned through the enhanced requirement is focused on teaching, the group asked if the bonus could be something other than a “performance pay” bonus.  Sarah explained that we have to pay the bonus through the mechanisms that we already have in place, and performance pay is the most applicable mechanism.  The $1,000 bonus would probably be centralized and be housed in Sharon Colcolough’s budget. 

It was noted that some faculty have already completed an online credentialing process and may not want to complete this process.  Depending on what SACS needs, it was suggested that use a portfolio for these individuals, as we do in our regular credentialing process.  Brenda will take this suggestion back to the committee for discussion.  It was noted that renewal of this credential has not been addressed yet.

The Academic Delivery Group supports these recommendations.  Donna will take this to the next Faculty Senate as information and will report back to Dr. Buckhiester.  Brenda and Sarah will present the recommendations at the April 18 Executive Staff meeting.

The minutes of the February 28, 2012 meeting were approved. 

In following up on the minutes, Dr. Buckhiester noted that a discussion on LDAs will take place at the next ADG meeting. 

The group reviewed the following procedures.

3-1-4010.1 – Instructional Program Advisory Committees

8-2-1030.1 – Teaching Load for Full-time Faculty

8-2-1030.2 – Terms of Employment & Overload

                      Compensation for Full-time Faculty

8-3-1010.1 – Faculty Nonwork Days

After the revisions are made, Dr. Buckhiester will present these to Executive Staff.

Under Announcements, Anne reminded the group that nominations for the outstanding adjunct and full-time faculty awards are due by April 2^nd.

Sarah reported that Degree Works continues to progress, and that the word is getting out about LC^2.  Other colleges and universities are contacting us for information.

Brian noted that they are beginning to determine what courses need to be added to the Easley Campus, and scheduling discussions continue.

At the Anderson Campus, Tim reported that they are pushing the race in May.  He noted that there are several internal Tri-County teams, and he is encouraging team participation.

Donna reported that the Faculty Senate met on the 27^th.  Senate discussed the Faculty Choice Award, and noted that it wanted to keep the requirement of two letters of recommendation in the rubric.  Senate continues to work on the attendance policy and is considering expanding the statement to include clubs and other student organizations, and to address faculty rosters.  Donna announced that, with the number of campuses, Faculty Senate representatives will be elected electronically.  Faculty will have a two-week window within which to vote.  

Jackie reported that she, the other deans and Sarah will meet on April 9 to continue discussion about the online first assignment.  She noted several activities in the Business and Public Services Division:

• CRJ Banquet went well.
• CRJ Career Fair will take place on March 29.
• ECD Cat in the Hat Ball was a huge success.  They planned for 150 families.  400 families attended.
• RTV Media Mash, at which students will present their projects, will take place on March 30. 
• ECD won CHE’s Service Learning Award, which will be presented on April 5. 

Lynn announced that our Pre-Pharmacy program has a very high placement and acceptance rate to pharmacy schools.  

Gwen noted that one of the students in the “Call Me Mister” program volunteered at the Cat in the Hat Ball.  She also noted that we are running out of Biology lab space at the Anderson Campus.

Dr. Buckhiester discussed the new internal printing structure and the use of the MFP copier/printers.  The group discussed the pros and cons of the structure, and will adjust budgets and habits, as necessary.

With no further business, the meeting was adjourned.

Recorded by:             Anne Bryan

Next Meeting:            Monday, April 23, at 2:00 p.m., in the Personnel Conference Room, RH 102

Academic Delivery Group Minutes (2/28/12)

Academic Delivery Group Meeting

February 28, 2012

2:00 p.m.

Personnel Conference Room

Members Present:   Doug Allen, Jackie Blakley, Tim Bowen, Scott Harvey, Lynn Lewis, Gwen Owens, Donna Shannon, Sarah Shumpert, Brian Swords

Members Absent:       

Others Present:          Katy Goforth

Length of Meeting:  2 hours

Topics Discussed:

The minutes of the February 14, 2012 meeting were approved with a minor revision.

Dr. Buckhiester welcomed Katy Goforth to the meeting.  She discussed withdrawals in linked learning communities and noted that, because of the depth of the course integration, withdrawal from one of the linked courses will have implications.  By withdrawing from a course, a student may be missing a piece of information that is needed to complete an assignment in another course.  Katy stated that a work group met to consider short term recommendations to help students understand the implications.  These recommendations include:

• Lou Ann Martin will stress the impact during advising sessions.

• Scott Harvey will put a warning in Banner, advising the student to contact an advisor before dropping a linked class. 

• Incorporate a Plan B - Training for community faculty members will be revised to include an alternate course design, in case a student withdraws.

Katy noted that Jennifer Beattie sends the withdrawal policy to Comprehensive Studies students in a packet of information.  While this is something to be considered, the ADG reviewed the statement, and noted that it may need some revisions. 

It was noted that instructors will need to work with students in these cases.  Regardless of the reason for the withdrawal and the implications, we have an obligation to these students. 

A follow-up discussion on the Easley Campus took place next.  It was noted that the scheduling committee had requested data from Chris Marino on the success of the two-day schedule, but had not yet met to review the data.  The two-day schedule is very appealing, but the scheduling committee is aware of several concerns.

• Some classes need to meet three times a week;
• We will lose some meeting patterns, and will have dead time between classes;
• Not enough staff to provide necessary student services;
• Consider logistical and economic issues;
• The need to use the Anderson Campus as a learning tool as we make decisions for the Easley Campus.

The scheduling committee continues to meet to address these issues.

The ADG discussed attendance and LDAs.  Donna mentioned that Faculty Senate is reviewing the attendance policy, and understands that faculty need to be aware of the implications of missing LDAs.  However, the Senate does not want financial aid to drive the attendance policy.  The Senate wants students to be responsible for withdrawing themselves.  Senate agrees that there are a few things to be addressed, but the revisions may not need to be drastic.

At an earlier meeting, the group discussed a proposal to submit LDAs at three intervals during the semester.  It was noted that this would be operational and would not be in the policy.  The reporting has to be done, it is just a matter of when.  This will be an item on the next agenda, with the intent to have this issued resolved by the end of Spring semester.

Under Announcements, Scott thanked the group on the great work done with Acalog.  He also reported that the revised change of major process will go into effect at the end of March rather than March 1.

Jackie reported several activities for her division.

• Business Technology Advisory Committee continues to be active.
• The Cat in the Hat Ball will take place on March 15.
• Media Mash event is in place.

Doug reported that the Building Construction Technology degree has been approved by the Commission and will be submitted to the System Office for approval very soon.  Several other degrees are in progress. 

Tim reported that the Rosenwald School Project continues to be beneficial to students, faculty, and the community.  We have had very positive response on all fronts.    He also noted that the Anderson Campus and the Building Construction Technology students may collaborate on the Anderson Interfaith Ministries (AIM) house. 

Sarah announced that Gwen is featured at the Anderson County Library as a part of Black History Month. 

Dr. Buckhiester reported on the SC CAP meeting.  The meeting noted CHE’s recommendations for high schools to get students prepared for college.  However, high schools are not being recognized for success rates in college, but rather for their graduation rates. 

With no further business, the meeting was adjourned.

Recorded by:             Anne Bryan

Next Meeting:            Tuesday, March 27, at 2:00 p.m., in the Personnel Conference Room, RH 102

Academic Delivery Group Minutes (2/14/12)

Academic Delivery Group Meeting

February 14, 2012

2:00 p.m.

Personnel Conference Room

(Revised 2/28/12)

Members Present:   Doug Allen, Jackie Blakley, Tim Bowen, Scott Harvey, Lynn Lewis, Gwen Owens, Donna Shannon, Sarah Shumpert, Brian Swords

Members Absent:       

Others Present:          Linda Driggers and Mary Heyer

Length of Meeting:  2 hours

Topics Discussed:

Dr. Buckhiester welcomed Linda and Mary to the meeting.  He noted that they joined the meeting to discuss with the group the attendance policy and last dates of attendance (LDAs).  Mary stressed the need for an updated attendance policy in which the LDAs are always reported.  Donna noted that Faculty Senate is in the process of revising the attendance policy to include a stronger statement.  Faculty Senate understands the need for faculty to report this information in a timely manner, and stated that some faculty simply are not aware of the problems associated with late reporting and all the things that it impacts. 

Mary suggested having set times throughout the semester during which faculty would input LDAs, regardless of the reason. These times could coincide with the withdrawal dates for Sessions A, B, and C. 

She also noted that Financial Aid can interpret the F grade differently.  To Financial Aid, a student completing the course and receiving an F as a final grade is very different from a student receiving an F because of attendance issues.  It was suggested that an internal grade of FA be created to indicate an F grade because of attendance issues.  This grade would show as an F on the transcript.  It would be easier for faculty to input an FA than to have to provide it later for an audit request. 

Dr. Buckhiester noted that this issue will be on the agenda at the February 17 deans’ meeting.  He also suggest that Mary and Bill Whitlock attend division meetings to discuss this issue

The minutes of the November 8, 2011 meeting were approved with a minor revision.

Sarah discussed the first assignment in an online class.  She noted that she would like to include that information in training sessions and in Blackboard, and asked for clarification on how it is supposed to be delivered.  Jackie reported that, in an effort to get this started, the deans discussed this first assignment with their divisions and created a generic assignment that could be used by all divisions.  Dr. Buckhiester noted that the deans will discuss this at a meeting, and will invite Sarah to the meeting.  Jackie will compile the information, and report to the group.

Brian discussed advising at the Easley Campus.  He reported that 40% of first-time students had not registered.  After contacting theses students, the problem seemed to be that their advisors were at the Pendleton campus.  Brian stressed the need for advisors and students to look at the primary campus and to look at the schedule and location of classes.  He is working with Rob Massey to try to place an Easley student with an Easley advisor.  Scott stated that he has requested that the registration tool be revised to provide a color-coded schedule, but IT has not yet addressed that request.  Scott also noted that we can set a campus of interest flag in Banner.  Once that is in place, the student may get a warning message with schedule conflicts. 

Next, Brian discussed scheduling at the Easley Campus and suggested that Easley adopt the two-day schedule that is used at the Anderson Campus.  The schedule would be flexible enough to allow three-day a week sections, if needed.  The proposed two-day schedule would allow advisors to be available on Fridays and would free up a computer lab. 

Dr. Buckhiester welcomed Doug to the group and remarked on how smoothly the transition has been. 

The members of the group made announcements.

Doug

• We have moved the automotive technology program from the District 5 extension campus to Wilson Hall.  The program continues to grow, and we will offer a day program in the fall.

• Industry is hiring our students before they graduate.  Doug is working with the Human Resource offices of the various companies to ask them to encourage these students to complete their degree. 

Lynn

• Health Education programs are full and waitlisted for fall and into the next fiscal year. 

• She reported a blip in the NCLEX scores which is being addressed.

• The Expanded Duty Dental Assisting program has been re-accredited through 2018.

Scott

• With the revised University Studies Certificate, 143 Bridge students graduated with the certificate.

• If a student did not meet the requirements for the higher credential, Student Records is reviewing the information to determine if the student may meet the requirements to earn a lower credential. 

• He thanked everyone for all the work on Acalog, and thanked the division secretaries for their extensive review of the catalog. 

• We may want to consider creating a certificate similar to the University Studies Certificate for the EIT Division.

• Course equivalencies are now embedded in eTC.  We are building the database as we go.

• As of March 1, the change of major form will be different.  In order for students to change their majors, they will have to meet with Rob Massey, or his designee. 

• He is still working on DegreeWorks, and assured that group that it is easy to use and very helpful. 

• Scott continues to stress the need for communication to students about deadlines. 

Sarah

• The WIDS consultant was here last month for initial training on the curriculum approval option.  They are working through the new functionality and are considering how to roll it out.

• Under LC2, Lou Ann Martin is pleased with the turnout for advisor training.

• Under LC2, the learning communities are very popular.  We may need to address the need for classroom space during prime time. 

Gwen

• The division has two new department heads, Jennifer Beattie in Comprehensive Studies and Sue Ellenberger in Science.  Both have taken on their positions very well.  Jennifer is creating a new model for JumpStart, and Sue is working on new 2+2 agreements. 

• In a retention effort, Charmagne Burns, the records room clerk, is contacting students.  They are very pleased with the effect of this effort.

Tim

• Reported that the Rosenwald School Project is moving along nicely.  With the involvement of our students, the Anderson County Museum, and other partners, it is a great community effort. 

• Financial Aid, Disability Services, and Career Services have been added to the Anderson campus.  These resources have been well received by the students. 

• The Quick Jobs ground breaking will take place at the Anderson Campus on March 9. 

• Tim presented a printed promotion piece for the Oconee Campus and noted that testing services, orientation, and advising resources are being added to that campus.

• We have a new Oconee Campus website with expanded information.

• The Anderson Campus website is also expanding.

Brian

• The CRJ and ECD programs are expanding at the Easley Campus, and the Management program is being phased in.

• With the help of Lakishia Dinkins and Butch Merritt, student services are available at the Easley Campus. 

• The Early Warning System has been implemented and is working.  Brian noted that several students have remained in class because of the system. 

• The Easley Campus 10-year plan is being discussed and created. 

• Brian and others are working on what to do at the Honea Path location, and asked for any ideas.

Donna

• It has been difficult to find a meeting time, but Faculty Senate continues to address the attendance policy and hopes to have that concluded this year. 

• Faculty Senate agrees with the need for cameras in classrooms for the security of the equipment. 

• After working with IT because of an issue, Lee Tennent report to Faculty Senate that no work/study students will be used at the Service Desk in the IT department.

Jackie

• The Culinary Arts Certificate will start in the fall.

• The Paralegal Certificate has been submitted to SACS for approval.  Jackie hopes to start this in the fall, as well, but that will depend on the timing of the approval.

Dr. Buckhiester

• As information, he distributed a flyer about a conference at Piedmont Tech.

• The System Office has contracted with ACT to complete an analysis on ten courses.  This information will be provided to all the colleges and should provide new data for our Placement Committee, and may help address the COMPASS reading score issues.

With no further business, the meeting was adjourned.

Recorded by:             Anne Bryan

Next Meeting:            Tuesday, February 28, at 2:00 p.m., in the Personnel Conference Room,                                          RH 102

Academic Delivery Group Minutes (11/8/11)

Academic Delivery Group Meeting

November 8, 2011

2:00 p.m.

Personnel Conference Room

(Revised 2/14/12)

Members Present:   Jackie Blakley, Tim Bowen, Scott Harvey, Lynn Lewis, Gwen Owens, Donna Shannon, Sarah Shumpert, Brian Swords

Members Absent:       Eugene Grant

Others Present:         

Length of Meeting:  2 hours

Topics Discussed:

The minutes of the October 25, 2011 meeting were approved with a minor change.

The agenda was revised slightly, and Announcements were presented next.  Brian noted that the Easley Campus is extremely busy and is hosting several events in the next few weeks.  Jackie noted that the ECD Inspiring Futures students are selling raffle tickets as a fundraiser.  Sarah was pleased to announce that we will have Mark Taylor on campus on June 29, 2012.  Several members of the group have already heard Mr. Taylor and are excited that he will be on campus.  Mr. Taylor will have two workshops on the 29^th.  The topics include “Meet Generation Next” and “Teaching Today’s Learners” which has a learning community component. Title III funds will pay for his visit to campus.  Tim reported that new computers are being installed at the Oconee campus.  Gwen announced that the Humanities Department faculty participated in a service project at Clemson Community Care.  Donna reported that Faculty Senate will meet again on November 16, and continues to work on several issues.

Dr. Buckhiester announced that ADG will not meet on November 22.

The LEI End of the Semester event will take place on Wednesday, December 7, at 1:20, in RH 248.  Dr. Buckhiester encouraged the members of the group to attend.  The deans’ meeting scheduled for the 7^th will be rescheduled. 

Scott noted a few minor calendar changes that he made prior to his meeting with Executive Staff.  The most notable was to remove the wording “Last Day to Apply for Session C.”  With the Fall 2012 calendar, the last day is August 2, regardless of the session.  This early deadline should help with financial aid implications. 

Dr. Buckhiester noted that Scott and Amanda met with Executive Staff on October 26 to present the proposed calendar changes.  Scott presented the proposal very well, and Dr. Booth agreed with it.  The only concern was the need to communicate these changes, and to saturate the public schools, the community and the Tri-County population with this information.  Dr. Buckhiester asked the members of the group to do anything possible (banners, announcements in class, etc.) at a division and department level to make students aware of the new deadlines.

Scott discussed the waitlist function and its lack of use by faculty.  While this function is not applicable to lecture/lab combinations and some other classes, it is still a valid tool and can help with projections.  Scott asked the deans to encourage their faculty to use it.  He will continue to monitor this function and its use. 

The Academic Fresh Start Policy was discussed.  Dr. Buckhiester mentioned a scenario in which a student asked that it be applied retroactively.  He denied that request and explained that the policy had not yet been implemented, and since we had to have one start date, it could not be administered retroactively.  Scott noted that of a dozen or so students who have inquired about the policy, none of them have been eligible to petition.  In most cases they have either missed the deadline or have not been eligible because the student had not been out of school for the minimum three year period.  It was noted that we need to better communicate the deadline for the petition.  Scott will reword the policy to note that the Student Records Office is the point of contact for students interested in this policy. 

Dr. Buckhiester discussed Strategic Objectives and stated that this would be discussed at the November 16 Executive Staff meeting.  He noted that the objective about maintaining overall enrollment near the 2% mark while growing enrollment significantly at Easley and Anderson may be very difficult.  Another concern that was noted is that we keep statistics for first-time post-secondary students, but we do not have data for non-first-time, post-secondary students.  Chris Marino is working to gather data, but how do we do measure it?  For the community campuses, Brian and Tim will meet to provide feedback on objectives.  It was suggested that we may want to consider setting goals for credit-hours generated rather than headcount.

Some members of the group noted that during the recent current year report out, the one year plan seemed to trump the three year plan.  It was stressed that the plan progresses over three years, and we need to keep that in mind.  It was suggested that we may want to include milestones within each year in order to document the progress made during that year. 

It was suggested that we invite the new Institutional Effectiveness Director to a meeting to discuss these concerns.

Dr. Buckhiester asked the group to send any other strategic objective concerns to him.

With no further business, the meeting was adjourned.

Recorded by:             Anne Bryan

Next Meeting:            Tuesday, December 13, at 2:00 p.m., in the Personnel Conference Room,                                        RH 102

Staff Advisory Board Minutes (3/8/12)

Staff Advisory Board Meeting

Minutes of the Meeting

March 8, 2012

8:30 a.m.

Ruby Hicks Conference Room, RH-102

Members Present:    Jennifer Creamer, Tonique Dennis, Vicky Graves, Tonia McClain, and Melinda Zeigler

Members Absent:     Lisa Anderson, Rick Cothran, and Kelli Harrison

Length of Meeting:  25 minutes

1.          ISSUE DISCUSSED:          Call to Order—Tonique Dennis

2.          ISSUE DISCUSSED:          Chair Report—Tonique Dennis

The TCTC picnic will be held on Friday, May 4, from 5:30 p.m. to 8 p.m. at the Anderson Campus. Renting an inflatable for the kids was one suggestion for the picnic; however, Tonique researched this proposal and found that it is not allowed. Tonique notified Sharon Colcolough that the revision to the Presidential Medallion for Staff Excellence was approved by the SAB.

3.          ISSUE DISCUSSED:          Old Business—Approve Minutes from February Meeting

Vicky Graves made a motion to accept the minutes as printed; Tonia McClain seconded. The motion passed with no opposition.

4.                                                                          ISSUE DISCUSSED:          New Business—Plans for the TCTC Picnic

Sidewalk chalk, volleyball, candy bags, and a water balloon toss were games at previous TCTC picnics. Corn hole and tether ball have been provided before by The Smoking Pig. Tonique will contact Sue Bladzik to see if there are any supplies at the Anderson Campus left over from previous picnics. The Board agreed that we should contact The Smoking Pig about catering the event for us again this year, so Tonique will contact them for pricing. Cups, plates, and condiments were provided by them last year. Jennifer will get tablecloths, and Tonique will work with the Graphics Department to revise the brochure for this year. A line will be added to the brochure to send payments to Tonique Dennis or Kelli Harrison. The brochures will be distributed during the first week of April, and the R.S.V.P. date will be April 20. Jennifer asked about decorations for the tables and what funds would be used to purchase them. Vicky suggested mason jars with jelly beans or roasted peanuts. Tonique will talk with Debbie Nelms to see what can be purchased with Foundation funds.    

5.         ISSUE DISCUSSED:          Announcements--None

6.         ISSUE DISCUSSED:          Adjournment

           The meeting adjourned at 8:55 a.m. The next meeting will be held on Thursday, April 12 at 8:30 a.m. in RH-102.

Strategic Enrollment Management Committee (SEMC) Minutes 3/12/12

Strategic Enrollment Management Committee (SEMC)

Meeting Summary

Monday, March 12, 2012

Present:  Doug Allen, Gayle Arries, Amanda Blanton, Jackie Blakley, Linda Driggers, Lynn Lewis,

Lou Ann Martin, Gwen Owens, and Lisa Robinson

Guest:  Scott Harvey

The following is a summary of the SEMC meeting which occurred on Monday, March 12, 2012.

Review/Approval of Minutes:

·         Lou Ann made one correction to the Minutes.  Amanda said she would post the Minutes of the February 13 meeting tomorrow in case anyone else has any changes.

Fall Enrollment Calendar (Internal Deadlines)

·         Scott stated that he will be sending a memo to faculty and staff regarding internal deadlines on the Fall Enrollment Calendar.  The internal deadlines will be included on a production calendar that he will post.  The production calendar will include information on end-of-term processes, deadlines, etc.  Scott reviewed the schedule for end-of-term processes and deadlines with the committee.

Retention Updates

·         Project Charter Update - Lisa reported that the Retention Plan Project Charter has been drafted.  The Charter Team is meeting on March 20.  In September, the Charter will be turned over to the Implementation Team.

·         Financial Aid Warning Recovery Data – Lisa stated that the division deans received contact information for students who are on financial aid warning.  Doug indicated that EIT may recover 4 or 5 students out of 11.  Lynn indicated that some students who were deemed recoverable are not.  Lisa is looking into an online workshop that could perhaps be tied to the release of financial aid.  She said the Bridge program uses academic recovery tools and we need to address students early in the process, before going into the next term.    

·         eTC Portal – Lisa reported that the Retention Portal now has 50 members.

·         Webinar – Lisa reported on a Noel Levitz Webinar she attended on How We Retain More Students by Intervening Earlier.   The colleges featured in the webinar recommend a mid-point assessment administered in January or February that assists students in designing personalized action plans and a follow up assessment the 2^nd year to check for new developments and known attrition indicators.  Case studies were done at Anne Arundel Community College in Maryland, Queens University of Charlotte in North Carolina, and California State University Bakersfield in California.  At Queens University of Charlotte, the ACE (Agent for Campus Engagement) program trains staff rather than faculty to be liaison with students.  The College uses CSI data to identify the students, determine what their needs are, and follow up with them. The agent acts as a resource for the student throughout the year.   Agents evaluate the student, rate rapport, select resources to meet the student’s needs, indicate challenges, note qualitative information, and send email reminders of upcoming exams, financial aid deadlines, etc.   Anne Arundel Community College uses CSI data and a Student Success Contract.  The CSI is administered after placement testing to help students understand potential barriers.  There is a mid-year assessment to identify new developments and a 2^nd year assessment to identify students not planning to return and new developments or areas to address.  They target minority students and students with  developmental course requirements; use college academic and retention advisors; and require the students to sign a Student Success Contract.  California State University Bakersfield uses CSI data to contact students by areas of need and interest, and address what services students need on campus.  Lisa said CSI is comparable to Smarter Measure.  There are not a lot of costs associated with these programs, but they are very labor intensive on staff.  Tri-County is already doing mandatory Orientation, linked advising, and embedded tutors, and is looking into peer mentoring.  Amanda stated that we need to intervene before students are placed on financial aid warning.   She said regular students can attend Bridge supplemental instruction for math and sciences courses at Highpointe. 

·         Retention Best Practice for Next Meeting –It was suggested that an academic resource specialist talk about students on financial aid warning and intervention strategies.

Enroll for Fall Action Plans

·         Amanda stated that a plan has been developed by student type for meeting fall enrollment targets.   She asked for additional suggestions for retaining continuing students to help us meet enrollment goals in spite of the many challenges we face, such as the earlier deadlines, financial aid regulations, the economy picking up, the placement test impact, etc.  There are 934 students on financial aid warning after Fall 2011, 307 are recoverable.  Of the 307 recoverable students, 46% are attending this spring and 54% are not attending.  She asked what, if anything, the College could do about the 197 students who are non-recoverable stop-outs and the 430 students who are non-recoverable and still attending?  The division deans are contacting the 307 recoverable students.  Last Friday, we received a spreadsheet of students who opted out from spring, summer, and fall.  There are 1004 continuing stop-outs who can come back.  The divisions will begin contacting these students.  It was stated that a lot of students come back anyway.  If we could retain 100 more from a few additional efforts, it could improve our retention significantly.  

General Announcements and Updates

·         LouAnn reported that LC2 is working on pre-advising information for students to review while they are waiting to see advisors.  Students in developmental courses or who have indicated issues on Smarter Measure are candidates for learning communities.

Next Meeting:  April TBD