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Vice President’s Staff Meeting Minutes
August 13, 2013


Will Sandidge, Muriel Mickles, Jeffrey Laub, Judy Graves, Walter Krug, Mike Irby, Mike Danos, Pat Gatti, Ed McGee, Mike Fein, Sue Cochrane, Linda Daye Mary Evans, Debbie Marshall, Kevin Riley, and Ava Connelly

Agenda Items:

New Catalog – SDV: Judy Graves. 

They are working on the new catalog and noticed that there are two certificate programs that do not currently have SDV in them and they need to have it. One is Culinary Arts and Ava confirmed that it has already been added. The other one is one of the Machine Shop programs and Jeff said it was added at the last curriculum committee meeting.  

Admissions Criteria: Judy Graves.

Judy said that this topic is concerning dual-enrolled students. Because of policy mandate, beginning next year any student must take the full placement test, regardless of what class(es) they take. High school and home school students are not allowed to take developmental classes. Judy said that she is hoping to get an exception to this rule from Dr. Capps because a lot of home school students take developmental math classes.

Taking class rolls through the withdrawal period: Judy Graves. 

Judy asked everyone to encourage their faculty to take roll and keep their class rosters updated. She said that they need to print their class rosters more than once and document on their class rosters, especially through the first week of classes.

High School Transcripts: Judy Graves. 

Judy said that years ago the college made the decision not to require high school transcripts for new students who were entering. Judy said that this item is to discuss and for thought for the future to go back to requiring high school transcripts. Judy said that we have a number of students who think they have a high school diploma, but they actually just have a certificate of completion or a modified diploma. The students who do not have an actual high school diploma are not eligible for Financial Aid. If a student gets Financial Aid and then we find out that they do not actually have a high school diploma, they have to pay back that money.

2014-2016 Catalog and Student Handbook: Judy Graves.

 Judy said that the timeline for the catalog is tighter this year because of SACS accreditation and our compliance standards. The 2014-2016 catalog must be online by January 15, 2014 because we have to link to it in Compliance Assist for SACS Compliance Standards.

Starfish: Kevin Riley.

Starfish is an early-alert program that the VCCS is rolling out this fall. It will start on September 30, 2013 as a pilot for just the developmental classes. In the spring, it will be open to all subjects and classes. Kevin goes to training on September 5th and can then train developmental faculty before the September 30th rollout.

Debbie Marshall: When to drop/withdraw students. 

Will said that we have not done well in this area and we get many complaints from students regarding Financial Aid and drop/withdrawal policies. Debbie gave everyone a handout regarding the policies and went over it with everyone.

DE Tracking: Suzanne Cochrane. 

Sue said that the dual enrollment department will be audited soon. She said that she and Julie Loving have been meeting to anticipate auditors’ questions. She said that they are starting now to get ready for the audit to make sure that all dual enrollment students have a completed application and are in compliance as well as make sure all dual enrollment instructors are certified to teach dual enrollment students. She said that if they run a query on dual enrollment students right now it would not only include the regular, dual enrollment students at the high schools, but also Early College students and home schooled students. Sue said that she wants to have the Dual Enrollment office be the centralized location with all of the necessary documentation regarding dual enrollment students so that when the auditors come, they won’t have to go all over campus to get all of the information they need.

Grants: Will Sandidge. 

Will said that he is not sure how to do it, but wanted to know how we can write grants for the credit side. He said that Workforce writes grants all the time and we do for equipment, but he said we need to look into it more to see if we can get more for personnel and other areas. Jeff said that in the past, we have gotten grant money for faculty and distance education equipment and he said that they have a grant right now that they are turning in today for scholarship money. Jack Freeman is the grants person who can help write the grants. Will said that we just need to look into how we can do more.

Will asked if there were any other items to discuss and since there were none, he dismissed the meeting.
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