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