Provost's Council Minutes 3-24-15

Provost’s Council
March 24, 2015
8:30 a.m.
Ruby Hicks Hall, Room 245
(Revised April 14, 2015)

Members Present:     Dan Averette, Jackie Blakley, Tim Bowen, Jenni Creamer, Scott Harvey, Linda Jameison, Lynn Lewis, Lou Ann Martin, Marla Roberson, Sarah Shumpert, Hap Wheeler
Members Absent:      Gayle Arries, Brian Swords
Others Present:          Amanda Blanton, Sharon Colcolough           
Length of Meeting:   2.0 hours
Topics Discussed:

 Pending additional information, the approval of the March 10 meeting minutes was tabled. 

 Amanda Blanton gave an update on the Anderson 3, 4, and 5 Career Center and distributed and discussed two documents (Anderson 3, 4, 5 Career Center, Planning Updates and Next Steps and Planning the Curriculum for Anderson 3-4-5 Career Center – Initial Draft Program Proposal for Superintendents, March 6, 2015.)  In reviewing the handouts and during the discussion, Amanda touched on the facility updates, the curriculum, and next steps.  In addition to meeting with the deans, Glenn Hellenga, and Scott Harvey to determine needs and scheduling, the workgroup is reviewing the state-wide market analysis/gap analysis for regional economies.   She also noted that through the co-location, they hope to create a college experience for students who attend the career center. 

Sharon Colcolough attended the meeting to give an FTE update.  She distributed and discussed two handouts (Section 25-0004, Technical & Comprehensive Education Bd., and FTEs:  Allocations by College.  During the discussion, she noted the following:

·         We do not have unlimited FTE.

·         Even with an early request, the State is limited by the number of FTE allocated to the system.

·         Currently, the college has no new FTE slots.  Working through the proper chain, we can re-direct a vacant FTE to meet needs.

·         The state will reclaim a FTE that is vacant for 12 months.  Sharon does her best to be sure this doesn’t happen.

·         FTEs are allocated to the system, not to individual colleges, which creates challenges. 

 Sharon also noted that in order to prepare summer faculty letters, she will contact the deans, via e- mail, to request the following information:

·         Who is teaching

·         Number of hours

·         Credit or contact (12/16 is full-time in the summer)

·         Which session

Galen discussed Service Hours During Enrollment Peak Times and noted the need for common hours.  Consideration should be given to all offices (Business Office, Financial Aid, Admissions, Student Records, Success Coaches), necessary student services (Bookstore, ID badges, advisors) and the library.  The members of the group will poll their areas and bring any recommendations to the next meeting.

Announcements:

Marla: 

Faculty Senate will meet on March 30. All are welcome.

Scott: 

The “cancelled courses” workgroup is meeting and a recommendation will come to the Provost’s Council soon.  He was pleased to announce that this spring’s commencement is the largest ever.  The graduation rate is up 50% from last year.  

Dan Averette noted the need to consider dual majors, and the group briefly discussed it.  The framework for dual majors is in place, but we have found that financial aid implications and course restrictions cause issues.  It was noted that Provost’s Council could endorse dual majors, now that we have the curriculum to justify the need.  It was stressed that the integrity of the data that the college provides to federal agencies is the issue. 

Scott also noted that the Department of Education review/audit came out very well, and we are addressing policies and procedures and responding to unofficial withdrawal issues.

The discrepancy in LDAs was briefly discussed.  The system only reports what faculty enter, so additional/refresher training may be needed.  Lou Ann noted that Starfish can put up a flag, but the flag is based on Session A only.  It was also noted that in reviewing the Change of Major policy, the number of people and steps involved needs to be a consideration.

Dan:

Schneider would like to have 4 co-ops and requested that those students have a set schedule to better utilize their time at the facility and at the college.  We were able to meet that request.

Linda:

As she reviews the student travel funding request process, Linda will begin to put parameters in place and to streamline the process for funding student travel. She asked the group to mention this to their faculty and staff, in case it needs to be a consideration in budget development. 

Jenni:

Orientation kicks off on April 6.  She asked the group to encourage any high school students to attend the CMT event at the Bluegrass Festival.

 Lou Ann:

Asked the group to identify any lecturers that may be available for orientation.

Anne:

Reminded the group that presidential medallion nominations are due on April 1.

 With no further business, the meeting was adjourned.

Recorded By:             Anne Bryan

Next Meeting:            Tuesday, April 14, at 10:00 a.m., in RH 245

Provost's Council Minutes 3-10-15

Provost’s Council
March 10, 2015
2:00 pm.
Ruby Hicks Hall, Room 245

Members Present:     Gayle Arries, Dan Averette, Jackie Blakley, Tim Bowen, Jenni Creamer, Scott Harvey, Lynn Lewis, Lou Ann Martin, Sarah Shumpert, Hap Wheeler

Members Absent:      Linda Jameison, Marla Roberson

Others Present:          Matt Edwards, Shannan Holland (for Brian Swords)

Length of Meeting:   1.5 hours

Topics Discussed:

The minutes of the February 24, 2015 meeting were approved. 

Matt Edwards discussed cyber security, distributed handouts of the presentation he gave to Executive Staff, and presented the Executive Staff update.  As background, he noted the cyber security policies required by the state, and noted the July, 2016 compliance deadline.  In reviewing the presentation, he noted:

·         Currently doing a gap analysis

·         Risk mitigation and priorities should be a college decision

·         Information will bubble up so that it can be addressed in one of the 22 categories

·         ITAC has a cross-section of representation

·         Challenges

·         Types of Risks

·         Roadmap to compliance

·         Assessment

·         NIST 22 categories

·         Business Disruption

·         ITAC workshops

 Galen began the discussion on policies/procedures.  In order to show SACS compliance, the print version of the catalog will be delayed until policies and procedures related to admissions, advising and change of major are updated.  The online version will be available for upcoming advising. 

Jenni updated the group on the Open Admissions procedure and its revisions.  We have six different procedures that address admissions.  Jenni combined those six so that we have one, accurate procedure.  During the discussion, the group made a few grammar and wording changes, which Jenni noted. She will make the changes and send the procedure to Executive Staff for review and approval. 

 To address communication needs, Galen noted that Lisa Saxon will not send out any policy/procedure updates without a short explanation of the changes.

In addition, in order to address all the policies and procedures that need review, Galen suggested grouping them to allow for review as whole.  Possible groups could include:

1.      Academic Regulations

a.       Credit System

                                                              i.      Load   

                                                            ii.      Limit

                                                          iii.      FT Student

                                                          iv.      8-4-1010

                                                            v.      Advanced Standing

                                                          vi.      Transfer credit - Scott will review advanced standing and transfer credit

2.      Grading System

a.       Grading System

b.      Drop/Add

c.       Protests

d.      Repeat grades

3.      Grade Requirements

4.      Academic Honors – Scott will review

5.      Attendance – Scott will review

a.       Attendance

b.      W from college

c.       W from courses

6.      Advising

a.       Advising

b.      Goals

c.       Change of major – Lou Ann will review

7.      Scheduling
8.      Placement

a.       Testing

b.      Course waiver

c.       Placement

9.      Registration – Scott will review

The members of Provost’s Council agreed that this process would be helpful.  Galen will put these groupings together and will bring them back to Provost’s Council for review.  He noted that we will include multiple groups in this review. The goal is to be in compliance and then move forward.  

 Galen led the discussion on the Service Excellence sessions.

As recommended by the Provost’s Council, outstanding student awards will no longer be printed on the student’s official transcript.  In addition, all students who have received the award and are graduating will be listed in the commencement program, with the area from which the award was received.

 With no further business, the meeting was adjourned.

Recorded By:             Anne Bryan

Next Meeting:            Tuesday, March 24, at 8:30a.m., in RH 245

Provost's Council Minutes 1-27-15

Provost’s Council
January 27, 2015
2:00 pm.
Ruby Hicks Hall, Room 245
Members Present:     Gayle Arries, Dan Averette, Jackie Blakley, Tim Bowen, Jenni Creamer, Scott Harvey, Linda Jameison, Lynn Lewis, Marla Roberson, Sarah Shumpert, Brian Swords, Hap Wheeler
Members Absent:      Dan Holland

 Others Present:          Tiffany Blackwell, Margaret Burdette, Cara Hamilton, Chris Marino

Length of Meeting:   1 hour

Topics Discussed:

The Minutes of the November 11, 2014 meeting were approved with minor revisions.

Jenni introduced Tiffany Blackwell, the new recruiter for the Transitions Division.  Galen welcomed Linda Jameison, Gayle Arries, and Lou Ann Martin to the group.

Cara discussed FTE requests and distributed and reviewed a Staffing Options handout.  She also distributed a program cost analysis and noted its use as a tool to help make decisions about programs.  Prior to the March budget work, she asked the group to be considering:

·         Staffing

·         Changes in units

·         Justifications for budget increases

·         Validation of criteria

·         Ranking of priority needs

·         Budgeting for Adjuncts

 Jenni presented an Enrollment Debrief and distributed and discussed Spring 2015 Enrollment Trends 1/27/2015.  She touched on a few challenges, but noted that with a lot of good work from a lot of people, the college’s enrollment in good shape.  She briefly discussed the orientation sessions.  Orientation will be a hybrid of options that will include both models with continuous improvements and revisions.  Jenni noted that the college may want to consider planning on credit hours/FTE rather than headcount and to continue to use market needs in planning our offerings. 

Lou Ann discussed Academic Advising Records and noted the concern about how we document records.  Through Title III, Lou Ann has access to a webinar that teaches how to write appropriate notes, records, and comments.  It is in the faculty development offerings this spring, and she can provide it to the divisions for division/department meetings, if that would be more beneficial. 

Galen discussed Program Strategy and next steps, and referenced the Developing a Comprehensive Academic Program Strategy project team report.  In reviewing the document, he noted the need to create a comprehensive approach to determine which programs to offer and reviewed the flowchart on page 5.  The Business & Public Services Division has piloted a division market analysis which produced a trajectory for programs to feed into the BCG for the division.  The B & PS staff will work as mentors for the other divisions as they do a market analysis.  The findings will help create a master plan and inform future changes.

Under Announcements:

Lynn was pleased to announce that the Budget and Control Board approved the Vet Tech kennel project.
With no further business, the meeting was adjourned.

 Recorded By:             Anne Bryan

Next Meeting:            Tuesday, February 10, RH 248A & B

Provost's Council 2-10-15

Provost’s Council
February 10, 2015
2:00 pm.
Ruby Hicks Hall, Room 248
Members Present:     Dan Averette, Jackie Blakley, Tim Bowen, Jenni Creamer, Scott Harvey, Linda Jameison, Lynn Lewis, Lou Ann Martin, Marla Roberson, Sarah Shumpert, Brian Swords, Hap Wheeler
Members Absent:      Gayle Arries
Others Present:          Margaret Burdette
Length of Meeting:   1.5 hours

Topics Discussed:
The Minutes of the January 27, 2015 meeting were approved as presented.

Scott Harvey discussed scheduling, distributed Fall 2014 Cancelled Courses and Spring 2015 Cancelled Courses, and discussed the issue of cancelled courses.  The timing of the cancellation and the communication to students impacts student in multiple ways, but especially impacts financial aid.  The discussion included the following topics:

·         Strategic offerings

·         Use of the section report

·         Possibility of waiting until a class is full before opening a new section

·         The late deadline to inform students

·         The need to make a decision to not cancel a class and stay with it

During the discussion it was noted that we need to conduct a root cause analysis to determine if this is a problem; what is the cause; identify the scope; and create a protocol to manage it.  A work team consisting of Scott, Hap, Tim, Dan and a few others will conduct this analysis, and bring the findings back to the Provost’s Council.

Continuing with the Scheduling discussion, Scott asked the deans for a list of maximum enrollment course capacity.  The goal is to take these numbers and set room capacities.  As we move away from room ownership, and once we even out the capacities, the goal is to roll room assignments from term to term.  The default capacity would be rolled, but faculty could adjust as needed.

Galen discussed Policies and Procedures, distributed the handout Tri-County Technical College Policies and Procedures, and noted the need to review our policies and procedures for accuracy and compliance.   In addition, other than policies that address a SACS “must” statement, this is an opportunity to determine whether or not it is a true policy/procedure or college operations.

The deadline to complete this review is August 1.  Policy/procedure review will be a standing agenda item for Provost’s Council meetings.  Executive Staff will have policies and procedures as a standing agenda item on the second weekly meeting of each month.  Policies and procedures that are in the catalog will be reviewed first.  To help address website concerns, it was noted that whoever owns the page is responsible for updating the content. 

ACTION ITEM:  Scott will review the catalog for policies and procedures.  Those will be addressed first.

Under Announcements:

Scott: 

Reminded the group that on February 18, the catalog will go to the Vice Presidents for review.  Now is the time to ask any catalog questions.  He also reported that Candy Raines has resigned.

Marla:

Faculty Senate will meet next week.  She also noted that KI is piloting different work stations.  They have set up adjustable work tables in the Library, if anyone wants to try them.

Sarah:

As we transition out of the grant, we will move away from some of our terminology and begin using the wording Thematic Freshman Seminar, instead of Thematic Learning Communities.  Linked Learning Communities will continue to exist.  She has invited a trainer for an all-day program on Professional Development day.  His topic is Compassionate Communication, and she invited the members of the group to participate, if interested. 

Anne:

The Student Awards Ceremony will take place on Tuesday, March 31, at the Madren Center.

Galen:

An initiative is underway that involves agribusiness.  Currently, CCE is performing an analysis and will report the findings in April.  The job posting for the Assistant Vice President for Curriculum and Instruction will be posted this weekend. 

 Tim:

The culinary lab equipment is being repurposed to support the agribusiness venture.  In addition, we are repurposing the culinary lab space for an EIT lab.

With no further business, the meeting was adjourned.

Recorded By:             Anne Bryan

Next Meeting:            Tuesday, February 24, RH 248A & B

Provost's Council Minutes 2-24-15

Provost’s Council
February 24, 2015
2:00 pm.
Ruby Hicks Hall, Room 248

Members Present:     Gayle Arries, Dan Averette, Jackie Blakley, Tim Bowen, Scott Harvey, Lou Ann Martin, Marla Roberson, Sarah Shumpert, Brian Swords, Hap Wheeler

Members Absent:      Jenni Creamer, Linda Jameison, Lynn Lewis

Others Present:          Margaret Burdette, Rebecca Eidson

Length of Meeting:   1.5 hours

Topics Discussed:

The Minutes of the February 10, 2015 meeting were approved as presented.

Rebecca Eidson discussed the Bluegrass Under the Stars event and noted CMT’s involvement though its Empowering Education initiative.  She distributed an overview of the event that included an agenda, and touched on the following.

·         Event has outgrown the amphitheater and has been moved to Parking Lot B

·         Encouraged all areas to be represented with a booth.

o   Booth reservation form

o   Power needs

o   Interactive activity

·         Pre-concert event for high school students will take place in the auditorium

o   General college information

o   High school outreach

o   Meet with headliner band, Humming House

·         Friday night storytelling event with Lane Hudson

Contact Rebecca with any questions.

Sarah Shumpert and Lou Ann Martin reported on the Title III, Year Four Results.  They distributed the presentation given to Executive Staff and briefly discussed the information. They noted that they are pleased with the year four results, which show that everything is headed in the right direction.  It was also noted that the three components of the Academic Support Network, SmarterMeasure, Degree Works and Starfish, are all working well, and will remain in place when the grant ends. 

Galen reported on a pending proviso involving the Governor’s School for Science and Math.  He gave background information and noted his concerns.  Several other provisos cause concern. He will keep the group posted on the outcomes.

Galen briefly discussed Service Excellence and noted that a Service Excellence trainer will be conducting a workshop on Professional Development Day. There are 10 open spots in this session, and Galen asked the group to encourage faculty to attend, if possible.

As a standing agenda item, Policies and Procedures were discussed.  Any policies and procedures noted in the catalog need to be reviewed first. Scott and Margaret will meet to address this issue.

Under Announcements:

Galen:

Lynn Smith is forming a Competitive Job Club and asks that faculty, especially those in technical divisions, announce this in class and encourage students to participate.

Marla:

Faculty Senate did not meet in February.  The next meeting will take place on March 30.

Gayle:

The website re-design is gaining momentum.  She will be meeting with units to get ideas for enhancements.

Lou Ann:

The college is moving towards group orientation sessions, with more faculty involvement.  Lou Ann will be happy to meet with the divisions to give refresher/update sessions.  The technical divisions want to advise their own students, however even in this case, to provide correct information, cross-training is a must. 

Scott:

·         The program pages of the online catalog have a degree plan icon, which may be helpful to advisors. 

·         He thanked the group for all the hard work on the catalog and reminded everyone that there would be no changes after the extract.

·         Summer and Fall schedules are posted.

·         In a few instances, there is a discrepancy in the last day of attendance that is recorded and the LDA from attendance tracker.  These two dates must match.  Scott will send an e-mail reminder to faculty.

·         The Graduation Application needs to be reviewed and analyzed more carefully.  In some cases, it is clear that the student will not graduate, but the application is sent forward anyway.  If that is the case, this issue may be better addressed by stopping the application process and providing guidance with a career plan.  The deans asked to be informed and will address this issue within their divisions.

With no further business, the meeting was adjourned.

Recorded By:             Anne Bryan
Next Meeting:            Tuesday, March 10, RH 245

Staff Advisory Board Minutes 3-12-15

Staff Advisory Board Meeting  Minutes

March 12, 2015

8:30 a.m.
Ruby Hicks Conference Room, RH102

 Members Present: Debbie Thrasher, Jessica Raymond, Debbie Powell, Tammy Stout-Fiske, Jamie Black, Jessica Scott, Scott Jaeschke, Cathy Strasser

Members Absent:  No Absent.

Length of Meeting:  60 minutes

Review of Minutes of February 12, 2015

Debbie requested a review by Tammy of the Other Business from the February 12, 2015 minutes.  Tammy submitted the correct wording for the Other Business.  Approval of minutes by the remaining committee. 

Issues Discussed

1.    Lisa Anderson will attend the next meeting to give the committee and update on the Staff Orientation Project. 

2.    SAB By-laws update – Debbie has not had a response from Human Resources. 

3.    Cathy will confirm with Debbie Nelms the remaining available budget left to plan spring events. 

4.    Spring Event – Cookout – possible date May 15, 2015 as Dr. Booth is on campus.  The cookout would be rain or shine.  The large grill from EIT can be used to cook hamburgers and hotdogs.  We could have Café provide condiments.  Debbie will find out if this a good date.  A May date would be best for the cookout.  

5.    Spring Event – Ice Cream Social – Brusters – Debbie inquired with Brusters to see if they can do a catering.  They will provide cups and spoons.  Cost would be $75.00 per hour plus cost of ice creams.  Basic flavors $65.00 per tub, Italian Ice $45.00 per tub, and special flavors (Ex:  Oreo) $75.00-$85.00 per tub.  We would need to provide something to Anderson and Easley campus too.  A June date may be possible for this event. 

6.    Meeting adjourned.

Next scheduled meeting should be April 9, 2015. 

Faculty Senate Minutes 1-15-15

Faculty Senate Minutes
1-15-2015
RH248
8:30 to 10:30 AM
Approved and passed via electronic vote

In Attendance: Marla K. Roberson, Lara Wrightson, Tom Hiebel, Laura McClain, Chris McFarlin, Bruce Kalley, Tonia Faulling, Todd Crisp-Simons

Welcome and Introductions

·         New Senator is Richard Beckenhauer(IET Adjunct)

Minutes of November, 2014

·         Tom made a motion to approve and Laura 2^nd. All approved.

Secretary election

·         Who will take minutes for this meeting? Marla

Old Business

(1)Resolution follow up- Marla

·         All should have received the letter that was sent in December about the new process.  If not, let your Dean or me know so that we can forward to you.

(2)Talent Management Committee – Tom

·         The committee including Tom has met twice.  In 2018 will try to implement competencies which are what HR is focused on.  There is also the possibility of training people on process analysis at professional development day and how to create charters focusing on jobs and how those jobs impact TCTC.  A possible charter to consider:  What is a Faculty Senate?

·         Professional Development Day is March 3, 2015.

(3) Recycling – Bruce

·         Will follow-up with Ken to understand TCTC’s recycle process.  Question came up “why do we use Republic” instead of Pendleton?

(4) Adjunct survey update – Stacey is added back.

New Business

(1) Who do we want to invite to the next meetings?

·         Jonathan Fitch to discuss Safety and Security

·         Matt Edwards

(2) Marla will ask Linda Jamieson about the security Monday meeting to see the status.  (Per Linda, since Dan Holland is not here, she is looking at that function.)

(3)Now that Kevin Steele is gone, who is doing his job?  Denise Hall.

Committee Reports
Marla – Curriculum Committee – No update

Marla – President’s Advisory Committee –Strategic Planning was December 11. 

 Future Meeting schedule and location and discussion items

Wednesday, February 18 3 to 5

Monday, March 30 4:30 to 6:30

Tuesday, April 21 2 to 4

Friday May 8 10 to noon (Graduation)

Staff Advisory Board Minutes 2-12-15

Staff Advisory Board Meeting            Minutes

February 12, 2015
8:30 a.m.
Ruby Hicks Conference Room, RH102

 Members Present: Debbie Thrasher, Jessica Raymond, Debbie Powell, Tammy Stout-Fiske, Jamie Black, Jessica Scott, Cathy Strasser

Members Absent:  No Absent.
Length of Meeting:  60 minutes

 Welcome and introductions

Welcome of Jessica Scott to the meeting from the Library.  She replaces Andy Heaton former board member.

 Review of Minutes of December 11, 2014

Debbie requested a change to the December 11, 2014 minutes – Item 2 – Debbie did not have team members selected for the Project Charter.    The board members agreed to the change of the minutes.  Debbie motioned for the minutes to be approve.  Jessica made the second motion and the minutes were approved.

Issues Discussed

1.    Debbie asked if there were any other changes that needed to be made to the SAB By-laws.  No additions requested.  All voted to submit the revised By-laws to Sharon Colcolough.

2.    Holiday Drop-in – Budget was over $86.60 – total budget $1586.60 per Debbie Nelms.  Cathy will check with Debbie Nelms to confirm final budget.

3.    Debbie attended the PAC meeting in December.  Dr. Booth thanked the staff advisory --board for a wonderful holiday event.  Everyone seemed to enjoy this event.

4.    The project charter team will meet to finalize the charter prior to submitting to Executive Staff.  

Spring Plans – The board discussed several options for the Spring event which included an ice cream social with door prizes and a cookout to be held on the Pendleton campus.  Debbie will check with Dr. Booth’s calendar to determine a date for the cookout.  The board will finalize plans at the next meeting.

5.    Other Business – Tammy inquired on behalf of a veteran’s volunteer group if the staff advisory council would be an appropriate group to host/announce an employee participant walk on campus.  In addition to the fitness benefit, the walk would have an added feature for those who wish to participate, to be part of the “walk in my boots challenge”.  This is where folks walk in army boots to honor those serving or having served.  The group determined not to take on any additional activities at this time but stated that HR may be a better fit.

6.    Suggestions were made for the Professional Development day – Active Shooter and CPR class.

7.    Meeting adjourned.

Next scheduled meeting should be March 12, 2015.