Academic Leadership Team Minutes (May 23, 2017)

Academic Leadership Team, May 23, 2017, 1:00 pm, Ruby Hicks Hall, Room 248

 

Members Present:       Gayle Arries, Jackie Blakley, Tim Bowen, Jenni Creamer, Rick Cothran, Mark Dougherty, Matt Edwards, Penny Edwards, Adam Ghiloni, Glenn Hellenga, Tom Lawrence, Chris Marino, Crystal McLaughlin, Mandy Orzechowski, Sarah Shumpert, Brian Swords, Tracey Williams

 

Members Absent:       Tiffany Blackwell, Stacey Frank, Scott Harvey, Linda Jameison, Lynn Lewis

 

Other Attendees:        Cheryl Garrison, Scott Jaeschke, Diana Walter           

 

Length of Meeting:     1.50 hours

 

The minutes of the May 9, 2017 meeting were approved as presented. 

 

Scott Jaeschke distributed and discussed the iCARE Agreement Template.  The Service Excellence Team is trying to determine how to assess customer service and realized that the iCARE template can be applied.  He explained that the outcome is to create measurable criteria.  Discussion took place on the relationship to unit outcomes and the long term goal of possibly mapping to job duties.  Scott will add a blurb to make it clear this is for service to both students and colleagues.  Anne will send the form to the group. Scott would like to collect feedback by September 1 and will send a reminder e-mail.

 

The group reviewed the draft project charters.  Galen noted that the review should consider if the project charter has sufficient purpose and deliverables to solicit participation.  It was noted that, because of their nature, some projects may need to identify team members with specific skill sets in order to be successful.

 

Develop a Banner 9 Implementation Plan

 

• Numerous dependencies.
• Dependencies:
  • Offices will be moving.
  • Many institutional resources will be impacted.
  • Possibly the College portal.
     
• Under Deliverables, remove the first bullet; add a bullet to include a training component. 
• Selective team selection. Will not place in Cherwell.
• May pull in faculty and other groups as a consultant or subgroup.
• Working under state procurement regulations, finding a consultant has been difficult.

 

• Pros:
  • Clemson is on Banner 9.  May be able to use this interface.  Could provide some things we do not have. 
  • Able to review processes. 

           

We need to determine if Banner 9 can provide a portal solution, and loop with the work that Mark Dougherty and his group are doing.

 

 

 

Develop an Integrated Curriculum Design and Approval Process

 

• Will leverage through Cherwell, but will work with a consultant
• Under Deliverables, # 4, expand the parenthetical information to include Banner and Degree Works.

 

Individual Development Plan – Delay until FY’19

 

• Plan to build on LC 101.
• With Banner 9 and Human Resource office constraints, delay until FY ’19.

 

Update the Tri-County Technical College Facilities Master Plan – Phase I & II:  Validate RFP and Vendor Selection

 

• Review of Phase I and II.
• Phase III will be another charter with a consultant.
• Very specific team structure – will not solicit participation.
• Add Jim DeLoache to the team as a community campus faculty representative.
   

Service Hub for Supporting and Strengthening External Business and Industry Relations

 

• Already underway.
• A project of the Senior VP team with the addition of Brian Swords and Grayson Kelly.

 

Entrepreneur Business Development and Landing Pad

 

• Conduct a feasibility study.
• What would it take to do this? Is it sustainable?
• Use the Feasibility Study template on eTC.
• Rick Cothran will modify the project charter.

 

Define the Transformative Employee Experience

 

• More of a synthesis than creating something new.
• Put into a statement or visual to guide us.
• Consider employee engagement, not just satisfaction.

 

Create a Work Based Learning Framework

 

• A logical next step.
• Make student work an intentional learning experience.

 

Design an I-BEST Heath Care Pathway

 

• June meeting.  Will prepare a charter from that meeting.
• Will not solicit participation.
   

 

We will move forward with placing these draft project charters into Cherwell to solicit participation, as indicated.  Let Matt Edwards know of any changes to the verbiage.  The roles will remain the same.

 

Under Announcements:

 

Jackie Blakley:

 

Reported that she and Penny Edwards presented the Smart Evals. project to Executive Staff.  It was approved.  She will move forward and pull a team together.

 

Mandy Orzechowski:

 

Reported that the chemical hygiene plan continues to improve.  In order to be in compliance with federal regulations, all employees will have to have fire extinguisher training.  It will most likely be a video with an assessment.

 

Matt Edwards:

 

Announced that his team will be placing new printers in work rooms and offices.  Office upgrades to Windows 10 continue.  Additional Windows 10 and projector training sessions will take place soon.

 

Rick Cothran:

 

Announced that a representative from the Robert C. Byrd Institute for Advanced Manufacturing at Marshall University will be on campus.

 

Sarah Shumpert:

 

Announced that Coni Durocher has joined that college as the administrative specialist for the Curriculum and Instructional Support and Faculty Development offices.

 

With no further business, the meeting was adjourned.

 

Recorded By:             Anne Bryan

 

Next Meeting:             Tuesday, June 13, 2017, at 1:00, in RH 248

Service Excellence Team Minutes 6-9-2017

SERVICE EXCELLENCE TEAM
Meeting Minutes
Date: June 9, 2017

 Opening

The regular meeting of the SET was held in RH 245 on Friday, June 9, 2017. The meeting was called to order by Cara Hamilton at 10:00 a.m.

Present:  Cara Hamilton, Aida Laham, Kathy Brand, Laura McClain, Scott Jaeschke, Richard Parker, Lynn Lewis

Absent: Lisa Anderson

 Celebrations:

• Richard recapped a story about the poor service and communication he received from his landlord regarding an air conditioner issue.  He reiterated that he hopes no student at TCTC ever has to jump through hoops for good service. 
• Richard sang the praises of Katie Reeves’ excellent service in dealing with a difficult situation involving an instructor who had multiple issues.  Katie made accommodations and went above and beyond so the class was not canceled. She provided professional communication and good service to the students and instructor.
• Scott celebrated the partnership and collaboration between his office and Campus Police.  He stated this open line communication is leading to more positive outcomes with students.
• Laura suggested Richard send Katie a recognition card.  She also celebrated that 4 of her students that are presently in clinicals have had job offers.Review Decision & Action Tracking from last meeting:
• Action items were reviewed and updated from the last meeting.
   Update for Sub teams: 
  Communication- Aida reported new employees and those employees who did not receive their Tri-Day shirts have received emails for ordering.  She will be sending out the link to all employees with instructions on ordering additional apparel.  Aida will work on recruiting additional people to serve on her Communication team. 
  Talent Management:  no report 
  Recognition: Laura McClain reported her team is set to meet on June 12, 2017.  An action plan for stating the SweeTCart will be discussed along with other ideas.
  Measurement: Scott shared he met with the Academic Leadership Team to present the call to action matrix for the ICARE standards. He will contact Anne Bryan to get on the July agenda to quickly recap and get feedback from the team.  He will be meeting with Lynn Lewis’ department in a few weeks. He plans to access and have information to share after the September 1 deadline. Richard reported his department has met and completed the matrix.  He stated reviewing the matrix was an easy conversation and his group has made adjustments and discussed ways to handle issues. Cara reminded everyone the goal is to figure out how the ICARE standards relate to each of us in our jobs.
  Service Obstacle System- Richard stated that the Student Manager Software that is used in CCE has been a struggle, but they are seeing improvements and with the system and in tracking the data. The software does not do all that is needed, but they are seeing progress.
  Cara asked if it was time to revisit the Leadership Team to review LEAN processes.  She suggested Richard contact Anne Bryan to get on the agenda to remind the team of the LEAN process.
  Management Accountability: Cara stated she keeps executive Staff of what the SET team is doing and reminds them who owns specific items.
  Academic – Member At-Large:  Lynn stated Crystal is spearheading Advisor’s evaluations.  There are some issues they are working through, but see this as a great tool to evaluate and improve service in their area using student feedback.
  Wrap Up:
  Scott reported an issue they have encountered during Bridge Orientation.  The separation of parent and students during the advising and scheduling of classes has some parents unhappy.  Scott stated parents need to be sent to admissions or TC Central if problems arise.
  Cara reported that designated areas in Cleveland, Pickens, and Oconee Halls will be renovated as student lounges/study areas.  Laura and Lynn requested an area in Fulp on the second floor be giving furniture for students.  Cara requested Laura contact Jenni Creamer to assist with this request.  Scott requested that Lori Morrissette be kept in the loop of information of student spaces.            
  Review Next Steps for each SET:

  Confirm Next meeting – No July meeting: Friday, August 11, 2017 at 10:00am in RH 245

Academic Leadership Team Minutes 5-9-17

Academic Leadership Team
May 9, 2017
1:00 pm
Ruby Hicks Hall, Room 248

 

Members Present:       Gayle Arries, Tiffany Blackwell, Tim Bowen, Jenni Creamer, Rick Cothran, Mark Dougherty, Matt Edwards, Stacey Frank, Adam Ghiloni, Glenn Hellenga, Linda Jameison, Tom Lawrence, Lynn Lewis, Chris Marino, Crystal McLaughlin, Sarah Shumpert, Brian Swords, Tracey Williams

 

Members Absent:        Jackie Blakley, Penny Edwards, Scott Harvey, Mandy Orzechowski

 

Other Attendees:        

 

Length of Meeting:     1.50 hours

 

The minutes of the March 28, 2017 meeting were approved as presented. 

 

Discussion took place on procedure 3-3-1050.1, Grading System Credit and Non-credit Courses. Rick Cothran explained that the proposed change to have a grading system like credit (with A – D grades) is needed for courses that have a national certification embedded in them.  This grading system would provide a way for agencies, such as the Department of Transportation, to track pass rates.  The proposed grading system could also be the basis for stackable credential grades.  Other Corporation & Community Education courses have grades of S and U.  After discussion, it was agreed that S and U grades would be defined in the procedure to provide clarity.  Galen will revise the procedure to make these changes.  Since non-credit moves into credit as advanced standing, the advanced standing policy and procedure need to be reviewed to be sure there are no discrepancies. 

 

ACTION ITEM:  Rick Cothran will review the advanced standing policy and procedure.

 

Linda Jameison reviewed the revised first suspension letter.  The process is still being revised and Scott Harvey will pull a group together to work on it.  The revised letter reflects the process that is listed in the catalog and lets Croslena Johnson and the advisor know that these students are suspended and may be contacting them in the future.

 

Jenni Creamer distributed and discussed the Strategic Enrollment Management Project Charter.  She stressed that strategic enrollment encompasses all pieces of the enrollment life cycle.  A survey will be used to collect data.  Data collected will be confidential and for the project teams’ use only, to determine next steps.  The survey will be intentionally broad to try to determine what we do not know, and then the information will be used to define roles and responsibilities.  It was agreed that an introductory paragraph explaining that the college is trying to figure out what is and what is not would be helpful for survey participants.  Galen noted that defining a framework is difficult, especially since it will be tailored to Tri-County, rather than modifying a four-year institution’s model. 

 

Galen discussed the FY’18 strategic initiative project charters.  As project teams are working through the deliverables, teams need to consider the needed roles and responsibilities.  He will send the definition of those roles and responsibilities to the group.  Keeping in mind that project teams may modify the charter, the draft charters should provide a vision of what they are trying to achieve.  Drafts should be sent to Anne by May 19, for review at the May 23 Academic Leadership Team meeting.

 

Announcements:

 

Adam Ghiloni:

• SAP e-mails were sent on Friday.  Numbers are consistent with last year’s numbers.
• Reported new federal legislation that allows students to receive Pell money in the summer (year-round Pell).  Effective summer 2018.  Will be preparing for that and working through any issues.
   
  Sarah Shumpert:

• Announced that Robin Long has joined the Curriculum & Instructional Support Office and that the administrative specialist position has been filled.
   
  Gayle Arries:
  Website update –

• We have the website in our possession and are working on technical issues. 
• Hopefully out for review soon. 
• Will try to conduct the content review and backend work at the same time. 
• Let Gayle know of any recent website changes.
   
  Matt Edwards:

• Phone system upgrade on Friday, May 12
• Routine maintenance window on Friday, May 12
• Changing out classroom projectors and installing larger boards.  Will provide training soon.
• Great feedback from the IT newsletter.  Will most likely split into an employee newsletter and a student newsletter.
• Banner 9 – Still looking for a vendor.  Must work under the constraints of the state procurement system.
• Dave Bucy is out for four – six weeks.  Have a backup plan.
   
  Mark Dougherty:

• Reported that we have hired Lauren McClellan as the new disability services coordinator.
   
  Tracey Williams:

• TC Central is busy.  Trying to fill student success coach and specialist vacancies.
   
  Lynn Lewis:
• In her absence, please contact department heads with any needs or issues.
   
  Tiffany Blackwell:

• 144 students have signed up for orientation on Wednesday, May 10 with 90 students on Friday, May 12. 
• Are finding a sweet spot for having a full orientation.
   
  Jenni Creamer:

• Reported that, at the payment deadline, 697 students had not paid.  Down from last year. 
   
  Tom Lawrence:
• Noted that he is trying to fill three positions:  Lab specialist, chemistry faculty, and an administrative assistant.
   
  Tim Bowen:
• Reported that the strategic scheduling committee is ramping up its work to develop a framework for a standard meeting schedule.  Hope to have it in place by Fall 2018.

Glenn Hellenga:

• Reported that a lot of high school seniors have stopped by to have Accuplacer scores interpreted.
   
  Crystal McLaughlin:

• Announced that the Business & Public Services division will pilot the academic support structure.  Will look at data and activities to build community between academics and support services and will start meeting soon.
   
  Brian Swords:

• Will use the polycom for a synchronous distance learning pilot this summer. 
• Trying to prevent cancelled class and reduce the number of faculty needed.
• Thanks the IT staff for training faculty and for IT support at the community campuses.
• Classes will be proctored by trained campus staff.
   
• Oconee Campus implementation charter is underway.
   
  Cara Hamilton:

• Presented Dr. Booth with a balanced budget.
• Budget requests decreased by $200,000.  Most of that went into personnel.
• Budget will be presented to the Finance Committee on May 22 and then to the full Commission on June 5. 

• Student Success Center is on track.  Reminded everyone to be preparing for the move.
• Will post the SSC groundbreaking booklet to remind everyone which offices and services are moving into the SSC.
   
• Oconee Campus is moving forward.  Will have the steel and site package by June 15, Completion should take about one year.
   
  Chris Marino:

• The advising survey results should be ready soon. 
• We have our first grades under Accuplacer.  KC Bryson is working on the calibrations

With no further business, the meeting was adjourned.

 

Recorded By:             Anne Bryan

 

Next Meeting:             Tuesday, May 23, 2017, at 1:00, in RH 248

Academic Leadership Team Minutes 3-28-17

Academic Leadership Team
March 28, 2017
1:00 pm
Ruby Hicks Hall, Room 248

 

Members Present:       Tiffany Blackwell, Jackie Blakley, Jenni Creamer, Rick Cothran, Mark Dougherty, Matt Edwards, Penny Edwards, Stacey Frank, Scott Harvey, Glenn Hellenga, Linda Jameison, Tom Lawrence, Lynn Lewis, Chris Marino, Crystal McLaughlin, Mandy Orzechowski, Sarah Shumpert, Brian Swords, Tracey Williams

 

Members Absent:        Gayle Arries, Tim Bowen, Adam Ghiloni

 

Other Attendees:        

 

Length of Meeting:     1.50 hours

 

The minutes of the March 14, 2017 meeting were approved as presented. 

 

Scott Harvey discussed Appeals for Suspension 1 and distributed Academic Suspension 1 Proposal.  Galen Dehay gave a brief overview of the current process.  Scott noted some of the challenges with the current process and discussed the proposed revisions.

 

• Establish a deadline for suspension 1 appeals.  The group agreed to use the tuition due date for this deadline

• For students on suspension, keep their schedules intact until the suspension appeal deadline.  That way if the student successfully appeals, he/she can keep the original schedule

• On the appeal deadline, drop courses for students who did not appeal or were not successful in their appeals.  This will open those courses for other students

• The current letters will need to be modified to note the new appeal deadline. 
   
  Galen led the FY ’18 Strategic Initiative Review. He reminded the group that we will use the same process as last year where project charters were created from the strategic initiatives, team member roles and responsibilities were identified, and employees were invited to participate.  He noted that initiatives that are being carried over will not be re-visited and are not part of this review.   During the review, the following teams were formed.
   
  Driving Organizational Success through our People
   
              Define the transformative employee experience.
              Team members:  Sarah Shumpert, Lynn Lewis, and Human Resources staff member
   
              Develop a BannerXE implementation plan.
              Team members:  Matt Edwards, Scott Harvey, Chris Marino
   
              Create a comprehensive individual development plan framework for employees.
              Team members:  Stacey Frank, Jenni Creamer, Tracey Williams, and a Human Resources staff    member 

Reinventing our Offerings

 

            Update the College Master Plan

            Team members:  Mandy Orzechowski, Galen DeHay, Cara Hamilton, Brian Swords

 

            Design an I-BEST healthcare pathway

            Team members:  Lynn Lewis, Tiffany Blackwell

 

            Conduct a feasibility study to evaluate a college-supported economic development incubator

            Team members:  Dan Cooper, Matt Edwards, Brian Swords, Rick Cothran

 

            Develop an integrated curriculum design and approval process.

            Team members:  Sarah Shumpert, Scott Harvey, Jackie Blakley

 

Positioning and Equipping Students for Success

 

            Create a work-based learning framework

            Team leader:  Cheryl Garrison

            Team members:  Linda Jameison, Diana Walter, Adam Ghiloni, Glenn Hellenga

 

Galen asked the groups to meet in the next month to prepare a draft charter for review in late April. In May, after identifying team member roles and responsibilities, employees will be invited to apply to participate on teams.

 

Announcements:

 

Galen:

 

We continue to follow the textbook bill.

 

Scott:

 

The catalog has been published, and he will deliver them in the next few days.  He thanked the group for its help in finishing the catalog.

 

Mark:

 

Reported the soft launch of the involvio app on Friday.

 

Linda:

 

In order to help with the transition to an open office setting, the Library suite has been re-worked.  Staff members have moved to an open office setting behind the circulation desk.  The Library directors have moved into offices closer to the circulation desk. Linda has moved to Mary Orem’s old office.  Brian will use one of the vacant offices when he is on the Pendleton Campus.  Supplemental Instruction and student advisors will also have office space in that area.

 

Matt:

 

Announced that the first edition of the IT newsletter will be published soon.  He also reported that IT is offering training sessions for employees and students in Office 365 and Windows 10. To help address security concerns, he noted that IT worked with Human Resources to create a confidentiality agreement.

 

Rick and Chris:

 

Announced that a pilot for eTrack will begin next week.  This tool will track students’ job placement and will compile information for reports more efficiently.

 

Mandy:

 

For operational needs at the Industrial Technology Center, please contact Mandy, Brian Swords, or Jamie Black.  This will move some of the responsibilities away from ITC faculty to allow them to focus on instruction.  Tiffany and the EDGE staff will be trained to be able to give tours at ITC.

 

Jackie:

 

Reminded the group about the South Carolina Women in Higher Education luncheon on March 29.  Laneika Musalini is the speaker. 

 

Jenni:

 

The Strategic Enrollment Planning team is meeting weekly and plans to bring a framework and outcomes to this group at the April 25 meeting.  The team is in the process of conducting interviews to collect information about what different areas need.  She is continuing to look into why the number of students on warning was so large in Fall 2016 and is gathering a team to develop an intervention plan.  Crystal, Mandy, and Stacey will be part of that team.

 

Tiffany:

 

Announced that the first orientation session will take place on Friday, March 31, at the Anderson Campus.  All sessions at the Anderson Campus are full.

 

Sarah:

 

Reported that an online course, Significant Learning By Design, which focuses on basic course curriculum design and teaching HIPs, has been very helpful for those faculty who go through program HIPs and is being added as a component of program HIPs professional development.  The QEP Implementation Team also is recommending that all full-time faculty and the deans participate in the       2 1/2 week workshop.  Additional details will be sent out later.

 

Penny:

 

Gave a brief overview of the AACC Faculty Council’s presentations at the upcoming convention.  She is involved in a working session with faculty that will focus on how to define faculty leadership and how to develop it on their campuses.  Over the summer, the Faculty Council will develop webinars to help address these issues.

 

With no further business, the meeting was adjourned.

 

Recorded By:             Anne Bryan

 

Next Meeting:             Tuesday, April 11, 2017, at 10:00, in RH 248