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Minutes of the Evaluation and Assessment Committee
The meeting was called to order on August 26, 2014 at 1 p.m. in Room 3213.

Members Present:
Cheryl Cunningham (Chair), Peter Dorman, Jessica Hogan, James Lemons, Linda Mallory, Kris Ogden, Gary Randolph, Xavier Retnam, Pam Reynolds (Recorder), and Kevin Riley (non-voting member)

Members Absent:
Jim Bell, Lauren Calloway, Jeff Laub, Muriel Mickles, Catherine Sanders, and Will Sandidge
Pam announced Jim Bell would not be attending today’s meeting. He had a prior appointment.

Meeting Minutes from the April 1, 2014 meeting:
Cheryl asked the members if they had any changes in the previous meeting’s minutes. Due to the minutes being uploaded to Communication Central, the minutes were not read aloud. Each member had read the minutes on Communication Central and with no corrections the minutes were approved by the committee. Peter made the motion to approve the previous minutes.

Old Business:
Report by the (OIESP) Office of Institutional Effectiveness and Strategic Planning from Kris. Kris announced the approaching deadline for our SACS meeting. Kris stated the (QEP) Quality Enhancement Plan document was completed and look great. She is very excited about the outcome of the document.
Kris and Kevin are now working on the Focused Report. We are down to crunch time and she needs all supporting documentation by 8 a.m. on Thursday, August 28, 2014. As of today, everything is looking good.
The Student Course Evaluations have no changes at this time. You are still able to view the evaluations online through IOTA.
The Academic Program Assessments are still working on the same cycle as before.
Since the last meeting, SACSCOC found 11 issues non-compliant. We are working on taking care of these issues. The issues involving Administrative and Adjunct Faculty are now compliant.

Update on the Research of Administrator Evaluations by Jim Lemons. Jim stated at our last meeting on April, he had been asked to serve on a Task Force committee by Dr. Christopher Lee with the VCCS system office. This committee would be in charge of the development of an evaluation process that would allow faculty to evaluate administrative personnel. Jim announced he had contacted three other community colleges in the VCCS and had received information from the Human Resources office at Patrick Community. He handed out a copy of the evaluation instrument and asked for feedback at the last meeting. He only received feedback from a couple of the committee members. Jim said he had received no response from Dr. Lee at the system’s office. Jim emailed Dr. Lee on August 22, 2014, asking about the task force committee. Jim received an email from Dr. Lee on August 26, 2014, stating they are planning on launching the initiative sometime in September. This is an initiative if approved would be system wide within the VCCS. Gary suggested we wait until we hear what the system office decides on as far as an initiative. Jessica and Peter agreed with Gary. Cheryl stated as long as the policy we have is compliant we should just wait. Kris said at this time all we needed was a compliant policy. Jim will keep us informed with any updates from the system office.

Cheryl suggested since our goal for the new 2014-2015 year was to come up with a goal to expand the evaluations to vice presidents and other administrators, we would need to choose a new goal. Gary mentioned to wait until after our meeting with SACS in October before we pick another goal. Cheryl asked Kris if there was something short-term we could work on to help her with the assessments and evaluations. Kris stated the main thing to get ready for SACS would be to be aware and informative of all processes. SACS would be here October 21 – 23. We would need to be ready for their visit. Kris stated the worst case scenario would be going back to “monitoring” and hopefully not “warning” or “probation.”

Linda asked about the SACS meeting that was held in the president’s office last year. She wanted to know what that meeting was about. Kris explained it was a special meeting in order to get off of probation. There was also a meeting to address 85 other processes or criteria for re-affirmation. We were up for our 10-year re-affirmation. It was just a coincidence that our 10-year re-affirmation was scheduled at the same time we were working on our probation.
Gary suggested while waiting for feedback from the system office, we should work on ways the full-time faculty support the adjunct faculty. Kris stated we were already documenting the support which included observing 1st year syllabus. The syllabus is being reviewed by the program heads and they are sharing the results. We could discuss more interaction between the program heads and the adjunct faculty.

Jim L. stated it varies from division to division. For example, Linda has one adjunct faculty member, Kevin Arrington. She has a lot of one-on-one interaction with Kevin. Jane Pearson, Program Head of Health Technology, had a meeting with the health adjunct instructors on April 14, 2014 to discuss any handouts, course descriptions, and what needed to be included on their syllabus. Each adjunct was given written feedback and they signed forms stating they completed everything. Jim also mentioned there were several different approaches and at this time he believes the Business and Allied Health division is in good shape.
Kris asked if the committee would like for her to share the comments and results with the committee. We will discuss these results at our next meeting.
New Business:
New Selection of a goal for the 2014-2015 academic year. Cheryl suggested since the committee would be waiting for the information from the system office, we should focus on assisting Kris and Kevin with any work that would need to be completed for our SACS visit in October.

Agenda topics for next meeting:
·         Update on the Research of Administrator Evaluations by Jim Lemons
·         Update on assistance with Kris Ogden and Kevin Riley
·         Any new business
Our next meeting is September 30, 2014.
The meeting was adjourned at 1:30 p.m.
Minutes submitted by Pam Reynolds
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