Staff Advisory Board Meeting Minutes 6-9-15

Staff Advisory Board Meeting Minutes

June 9, 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:  Scott Jaeschke

 Welcome- Debbie welcomed all members to the meeting.

Review of Minutes of May 14, 2015

There were no revisions and a motion was passed for the minutes to be approved.  The second motion was made and the minutes were approved as written. 

Issues Discussed

1.    Vote on FY16 Chair, Vice-chair, and Secretary the first meeting of FY16 which will be July 9.  The four remaining board members are still considering positions.  Debbie did ask Sharon Colcolough if it would be possible that any new members could occupy a leardership position.  Sharon said that it is possible a rotating new member has already served one year on the board in past years.   

2.    June event – The ice cream social will be on June 23, 2015 from 1:00-3:00 p.m. for all campuses. Bruster’s will serve the ice cream.  Jessica R will contact Sandra in the Café to use the Faculty/ Staff lunch area to serve the ice cream.  Ice cream will be delivered to the Anderson and Easley campus for the same date.  

3.    SAB Thank you – Discussion was made to provide water bottles with crystal packets as a thank you to all employees.

4.    Discussion of Remaining funds – Option 1 – Debbie with discuss with Sharon and Debbie Nelms to see if a donation to the Vet Tech building fund is possible.  Option 2 – Tammy checking to see if Tumblers could be purchased for the Thank you.  Option 3 – Purchase gift cards and/or tickets to be used at a later date.

5.    Meeting adjourned at 9:30 am.

Next scheduled meeting should be July 9, 2015. 

 

Provost's Council Minutes 6-9-15

Provost’s Council
June 9, 2015
2:30 pm
Ruby Hicks Hall, Room 245

Members Present:     Gayle Arries, Dan Averette, Tim Bowen, Jenni Creamer, Scott Harvey, Tom Hiebel, Linda Jameison, Tom Lawrence, Lynn Lewis, Lou Ann Martin, Sarah Shumpert, Brian Swords, Hap Wheeler

 Members Absent:      Jackie Blakley
Others Present:          Margaret Burdette, Matt Edwards
Length of Meeting:   2 hours

 Topics Discussed:

The May 18, 2015 meeting minutes were approved with a minor revision.

Galen and Matt Edwards discussed the Sandbox Classroom, and explained this concept through a presentation that touched on the following:

·         Active Learning Ecosystem

·         Learning Environment as an Ecosystem

o   Pedagogy

o   Technology

o   Space

o   Faculty & Students

·         Classroom Learning Ecosystem

o   Consider the elements together.  If one is out of balance, the system does not function optimally.

·         One Size Does Not Fit All

·         Project Goals

o   Create a Sandbox classroom to allow faculty to experiment and test technologies, furniture, and teach space.

o   Create a classroom design guide.

 

Galen explained that a project team will be formed to align classroom design with technology and pedagogy.  The scope of the project would be limited with deliverables including technology and space considerations, creating a process to choose the technology, and training guidelines.  The group agreed to the charter and noted that this will help the college move forward.

The group discussed Procedure 3-2-1015.1, Changing Recommended Placement Scores, and made revisions.  After the revisions are made, the procedure will go to Executive Staff for approval.

Galen updated the group on several projects.

·         Culinary Lab project – Galen noted that the culinary space at the Anderson Campus will be repurposed for an EIT program.  Corporate and Community Education has developed a business plan and is proposing that the culinary equipment be used for agri-business.  It is considering locations and is working to determine the best fit.

·         Program Prioritization Project – The project team is working to develop a multi-year plan that will properly vet program ideas and their viability.  Programs currently in the pipeline will continue.  The new approach, which we hope to implement in the fall, will be used to determine which new programs are added and changes to existing programs.

Galen discussed Equipment Prioritization.  At the next deans’ meeting, that group will prioritize equipment based on the money available and the need.  It was noted that software purchases need to be reviewed to be certain that they work with our current systems.

Announcements:

Galen distributed a list of designees to address issues that may come up during his absence. 

Linda reminded the group that the Tutoring Center is available this summer and asked the members of the group to encourage students to use it.

Anne reminded the group that nominations for the outstanding advisory committee are due on July 1. 

With no further business, the meeting was adjourned.

Recorded By:             Anne Bryan

Next Meeting:            Tuesday, June 23, at 1:00 p.m., in RH 245

Provost's Council Minutes 5-18-15

Provost’s Council
May 18, 2015
2:30 pm
Ruby Hicks Hall, Room 245
Revised June 9, 2015)

Members Present:     Gayle Arries, 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:     
Others Present:          Tiffany Blackwell, Margaret Burdette, Matt Edwards
Length of Meeting:   2 hours

Topics Discussed:

The April 14, 2015 meeting minutes were approved as presented. 

Tiffany Blackwell and Gayle Arries gave an update on Enrollment Communications.  They distributed and discussed several handouts and will send the presentation to the group via e-mail.  They noted the different categories of students, the touch points and communications for each group, and the desire for recruiting and marketing to have the same look and feel.  The members of the group can contact Gayle to discuss ways to collaborate to include other initiatives in these communications.

Gayle discussed the 4-C Able Futures Project, which is a South Carolina Leadership Academy, project.  She distributed and discussed two handouts and explained that the camp is 13-day experience for rising high school seniors in foster care.  These students will learn about core skills, career planning, college preparation and community support.  Contact Gayle for more information. 

Sarah Shumpert gave the Blackboard Upgrade Update.  She noted that this upgrade will give a different look and feel to Blackboard and will give IT the opportunity to build a new box.  Courses will be moved to the training box over the summer and training for the upgrade will take place over the summer, as well.  Faculty need to develop courses in the test system and test them thoroughly. 

Galen gave the IT Ticket Update.  Due to a Department of Education request that requires reporting on all gainful employment data from 2008 forward, the new ticketing process will be somewhat skewed.  IT programmers will be focusing on the DOE request which has a July 31 deadline, and that ticket will appear as the high priority ticket.  It was suggested that the members of the group submit necessary IT requests with the understanding that they would not be addressed until after July 31.

The group reviewed the following policies and procedures, all of which fall under the administrative responsibility of the AVP for Human Resources. 

·         8-0-1060 – Personnel Files

·         8-2-1030 – Faculty Teaching Load and Overload Compensation

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

·         8-2-1030.2 – Terms of Employment and Overload Compensation for Full-time Faculty

·         8-2-1040.1 – Overtime Compensation

·         8-2-1090.1 – English Fluency Requirements for Faculty Employment

·         8-3-1010.1 – Faculty Nonwork Days

·         8-4-1010.2 – Adjunct Faculty Orientation, Supervision, and Evaluation

 Galen will work with Sharon Colcolough to make the suggested revisions.

Under Announcements:

Galen reminded the group to complete the EPMS planning stages for their employees.  Core competencies will be inserted later. In addition, Galen will send a pre-read, Empowering Community Colleges, for the June 8 Academic Affairs retreat.  This document will be a resource to help the group develop a philosophical framework for curriculum and instruction.

Gayle reported that the website link work is being divided out and is underway.

Jenni updated the group on the Miller Hall renovations.  She noted Tiffany Blackwell’s push to fill Session C seats and reported that the fall phone campaign is underway.

Hap noted that work continues on the format for the Bridge group orientation.  He also reported that we have the first applicants (12) for the Honors Program.

Lynn reminded the group of the Veterinary Technology ground breaking on Thursday, May 21.  She announced a generous anonymous monetary gift and mentioned that the sale of bricks as a fundraiser for the facility was moving along.

Dan mentioned that dual credit orientations are going well. 

With no further business, the meeting was adjourned.

Recorded By:             Anne Bryan

Next Meeting:            Tuesday, June 9, at 1:00 p.m., in RH 245

Provost's Council Minutes 4-14-15

Provost’s Council
April 14, 2015
10:00 a.m.
Ruby Hicks Hall, Room 245

Members Present:     Gayle Arries, Dan Averette, Jackie Blakley, Tim Bowen, Jenni Creamer, ScottHarvey, Linda Jameison, Lynn Lewis, Lou Ann Martin, Marla Roberson, Sarah Shumpert, Hap Wheeler
Members Absent:      Brian Swords
Others Present:          Margaret Burdette, Matt Edwards, Chris Marino
Length of Meeting:   2.5 hours

Topics Discussed:

The March 10 meeting minutes were approved as presented.  The March 24 meeting minutes were approved with a minor revision. 
Matt Edwards and Scott Harvey discussed the Ticketing System.  The TCTC Information Technology Service Catalog, a college organizational chart, and an Academic Affairs ticket request flow chart were distributed.  On the organizational chart, Matt noted the proposed number of high/medium requests for each area (Academic Affairs, Business Affairs, Executive and CCE) and will add Marketing to the Academic Affairs unit.  The AA flow chart was discussed at length.  The following were noted.

·         Will move the priority decision from the data coordinator to the Provost’s Council. Provost’s Council members will negotiate priority based on need.

·         Transparency is the big issue.  How requests are ranked should be transparent. Where they are in the process needs to be communicated at the “Status Update” level.

·         May be better to revise a current ISIS report than create a new one.

·         IT continues to explore other reporting solutions that may help address the priority of requests.

·         Keep in mind the limited resources (programmers) in IT.  Programmers are assigned to their strongest areas.

·         Review process does not have a “No” direction on the chart.  Need to clarify that a “No” would be considered a low priority.  At developer’s discretion to determine if a low priority could be addressed with a high priority in the same area.

·         Each request is a mini-project.  Average completion time for each request is 40 hours.

·         Need to address transparency in the process.

 Galen asked the members of the group to send any questions or comments to Matt and Scott.  The target date for this new review process is May.

 Marla noted that the Library Liaison program will start back up soon.  This program needs one representative from each area to allow cross-campus feedback and information.  She will send an e-mail with that request.  Marla also stated that she will send an e-mail with a list of serials for next year’s purchases.  She asked the members of the group to review the list for additions and deletions.  Mostly, the serials address an accreditation requirement. For her last note, Marla mentioned that new Faculty Senate officers and representatives will be elected soon.  She distributed a hand-out with notes on the election timeline and requirements.

 Margaret noted that the links in the online catalog are linking to old catalogs.  She stressed that each link needs to be reviewed and updated, if necessary.  SACS will review the online version of the catalog, so it must be correct.  The college needs to address this issue long range.  The content owners have the ability to make changes and updates, but with staffing issue, some owners do not know they own a page.  Gayle will work with Jan Kempinski to work on this issue.

Galen led the policies and procedures review.  He noted that revised procedures will be forwarded to Lisa Saxon in Institutional Effectiveness.  She will post the procedure, along with the changes.  Kathy Brand will be responsible for posting policies and will handle those the same way. 

 The following is a brief overview of the groups’ review.  Galen and Anne will revise as recommended by the group.  With minor revisions, the following were approved.

1-1-1010.1 – Policy and Procedure Development and Review
3-2-1010.2 – Curriculum Development and Revision
3-1-1015 – Distance Learning (Policy)
3-1-4010.1 – Instructional Program Advisory Committees – Aligning with state policy.  A new manual will accompany the revised policy. 
8-0-1010.1 – Academic Freedom
8-0-1020 – Personal Benefit from Projects or Written Materials (Policy) - Galen will validate the excerpt from the law that is in the policy.  Reflects HR and State ethics laws.
8-0-1021 – Intellectual Property Rights (Policy) – Recommend that we delete local policy.  Remove and use the state policy.
8-2-1000 – Secondary State Employment – Reflection of HR law.
8-2-1030.3 – Sponsoring College Activities – Linda is reviewing stipends.  Will honor this year, but will refer to this procedure when making any changes.

The following procedure review was tabled. 
8-4-1010.1 – Student Evaluation of Credit Courses and Faculty

 Galen distributed a proposed master Project Charter document.  He asked the group to let him know of any edits.  He will present this to Executive Staff soon.

 Galen reminded the group about FY’16 FTE requests.  Anne will compile and send a packet early next week. 

 He also noted that the HIPs Phase II Project Charter is being developed.  Pre-work will involve re-designing the Instructional Support Office into a Curriculum Office. The curriculum design and approval process will be under the Curriculum Office.  Three curriculum revisions are underway (Paralegal track in CRJ, MTA, and Supply Chain).  Galen asked the group to hold any other revisions until the transition is complete, hopefully in late summer.  Chris noted that the deans may want to check with their programs that are completing the academic program review. 

With no further business, the meeting was adjourned.

Recorded By:             Anne Bryan
Next Meeting:            Monday, May 18, at 2:30 p.m., in RH 245