March 26, 2013
2:00 p.m.
Cleveland Hall, Room 142
Members Present: Doug
Allen, Jackie Blakley, Tim Bowen, Scott Harvey, Dan Holland, Lynn Lewis, Robin
McFall, Amoena Norcross, Sarah Shumpert
Members Absent: Amanda Blanton, Brian Swords
Others Present:
Length of Meeting: 2 hours
Topics Discussed:
Before addressing items on the agenda, Galen mentioned that
the SAC’s visit appeared to be going well.
He also noted, that based on various factors (low success rates, use of
resources and our mission), the college will stop accepting F1 Visa
students. He noted that the college will
continue to support our current F1 Visa students until they end enrollment or
reach their educational goals, and will continue to accept all other categories
of international students. This decision
does not affect our sister state agreement.
Galen asked the group to let him know of any issues or concerns with
this decision.
The Minutes of the February 26, 2013 meeting were approved,
with minor changes.
Scott discussed the academic calendar and distributed an Academic Calendar Proposal to address
some issues and concerns related to Sessions B/C. The proposal recommended reducing the
seven-week sessions to six-week sessions.
The proposal notes the advantages, which include a no-class day, not
tied to a break, that could be used for a college-wide in-service day. The group suggested adding an in-take day to
the proposal. In order to shorten the
sessions, the class meeting patterns were extended to provide the appropriate
number of minutes. The new meeting
pattern start times would be normal start times to avoid scheduling
conflicts. Exams would take place after
the sixth week. This meeting pattern is
very similar to our summer meeting pattern.
The group approved the proposal.
The group reviewed several policies and procedures.
Retention and
Security of Student Records. Based
on Executive Staff feedback, a good
portion of the procedure was deleted to allow it to refer to the state records
retention policy. The group noted the
need to know how to record destroying an electronic gradebook, and asked for
some kind of communication on how long to keep them. It was noted that records are
student-specific, and should be kept for five years from the last date of
enrollment. During the fall term of each
academic year, Student Records will send a reminder memo about the retention
procedure. Scott will revise the
procedure based on Provost’s Council feedback and will send it forward to
Executive Staff for approval.
Athletics. Since we no longer offer an athletics program, Dan recommended that we delete this policy.
Placement Testing. While there were no changes to the policy,
the group noted several issues. After
three years, the placement test scores are still in Banner, but faculty cannot
see them. To delete these test scores
would be destroying an educational record, which cannot happen until five years
after the last date of enrollment. This
needs to be addressed. Scott will take
this issue to the Placement Committee.
Placement Re-testing. After a brief discussion on not allowing the
student to re-test on the same day, the procedure was approved as
presented.
Assessment Center Fee
Structure. It was suggested that
under #1, the second sentence “This fee does not…” be moved to the end of the
paragraph. It was noted that the procedure
may have to be revised based on placement committee information about holding
the scores for three years.
Galen noted that numerous groups have asked for additional
information on the matriculation process.
At the next Provost’s Council meeting, Kevin Steele, Brian Swords, and
Rob Massey will provide more information and an overview. The process will be phased in, but the
additional information will give Phase 1 instructions. The communications piece is being discussed
and developed.
Under Announcements, the following were noted.
·
We may not be following our policy and procedure
regarding solicitations from outside agencies.
Galen will review the related policies and procedures (1-6-1020. 1,
1-6-1020.2, and 3-2-3020.4) and discuss this at Executive Staff.
·
Dan Averette, the new EIT dean will start on
June 3.
·
The deans need to provide names for their
Faculty Senate representatives by Friday, March 29, 2013.
·
Project owners need to provide Galen with an
estimated amount of the project so that it can be figured into the budget.
With no further business, the meeting was adjourned.
Next Meeting: Tuesday,
April 9, at 2:00 p.m., in RH 245
