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Minutes of the Evaluation and Assessment Committee
The meeting was called to order on March 31, 2015 at 1 p.m. in Room 3213.

Members Present:
Lauren Calloway, Cheryl Cunningham (Chair), Peter Dorman, Jessica Hogan, James Lemons, Kris Ogden, Gary Randolph, Pam Reynolds (Recorder), Kevin Riley, and Will Sandidge

Members Absent:
Jim Bell, Jeff Laub, Linda Mallory, Muriel Mickles, Xavier Retnam, and Catherine Sanders
Cheryl received an email from Jeff stating he would not be able to attend today’s meeting.

Meeting Minutes from the January 13, 2015 meeting:
The February 17, 2015 meeting was cancelled due to inclement weather. Cheryl asked the members if they had any changes in the previous meeting’s minutes, which was held on January 13, 2015. Due to the minutes being uploaded to Communication Central, they were not read aloud. Each member had read the minutes on Communication Central and with no corrections Peter approved the minutes and Jessica seconded the approval.

Old Business:
Report by the (OIESP) Office of Institutional Effectiveness and Strategic Planning from Kris. Kris discussed the success of our SACSCOC reaffirmation and the response report. We will be up for reaffirmation in nine years. Due to being on probation, it took 11 years instead of 10 years.  The OIESP will be going forward to meet the college goals. As far as the student graduate assessments and surveys, they will be staying on the same cycle as before.
Kris announced a survey from The Chronical of Higher Education’s 2015 Great Colleges to Work for Program. This survey was sent to ALL faculty members, random staff and adjuncts. Dr. Capps would like everyone who received the survey to complete it so they will be able to use the information they receive for the college plan. This information should help CVCC be a “great college to work for.” Lauren asked if adjuncts who only teach one class would receive this survey. Kris stated if they did not receive a survey, they were probably not included in the sample. Jessica announced she had just received the email yesterday so evidentially the faculty and staff must be receiving the survey at different times. Kris stated we were progressing as we should. Gary asked where we were percentage wise. Kris said we were at 28% and needed to be at least 40% feedback. She would let us know the outcome of the survey once it is completed.
Peter discussed the new evaluations and stated the other institutions that are using them are in a mess. Gary believes the rubric needs to be refined (go to a 4-point scale). Kris thinks this will be a great action step. She would like to see a copy of the revisions once they are completed.

Update on the Research of Administrator Evaluations by Jim Lemons. Jim announced he attended the Administrative and Professional Faculty Evaluation Task Force meeting in Richmond on March 9, 2015. He provided a packet from the meeting, which included the following:
·                     The agenda for the meeting on March 9, 2015. This would be the fourth meeting conducted by this task force.
·                     A list of the Administrative and Professional Faculty Evaluation Task Force committee
·                     A draft of the Professional and Administrative Faculty Evaluation System Survey
·                     A draft of the preamble to the Administrative and Professional Faculty Development and Evaluation Program
·                     A copy of the 3.6.1 Administrative and Professional Faculty Development, Evaluation and Recognition Policy (guidelines ranging from to
·                     A copy of an email (Subject: Article on Evaluations) sent by Dr. Christopher Lee to all task force members.
Jim stated that he has been learning a lot being on the task force committee. He stated we need to develop a survey to be sent to all administrative faculty.  He believes “NO” needs to be added as an answer on the survey. After looking over the draft included with the packet, Jim still does not know how it would be possible to use the same form due to so much differentiation at CVCC. Some administrators have only one employee. He believes this survey would not be fair to that administrator. Each area has different amounts of employees, budgets, and amount of programs. It is hard to weigh the survey on these different matters. Dr. Lee stated in his email “Simple is best!” Overall, Jim thinks we should try to simplify the process.
The goal is to have this project in policy form to the VCCS board by July 2015. If approved, the model plan will be sent to the VCCS colleges by September 2015. Once agreed on by the VCCS colleges, it should be implemented by January 1, 2016.

New Business:
Cheryl asked if there was any new business. This being the last meeting until the fall semester, no one had any new business to discuss. Cheryl did state that at the last meeting of each year, the committee is supposed to elect a chair and a recorder for the next year. This is sometimes impossible to do not knowing what new members will be added to the committee. Due to Pam’s duties in her daily activities, which some pertain to assessments and evaluations, Pam asked if she could stay on this committee. Will announced the great job Pam did as recorder. Jessica made a motion to make Pam a permanent member of the committee. Gary made a motion to make Cheryl a permanent member of the committee. Will announced Cheryl does a great job in leading the committee. The entire committee agreed to these motions. This request will be brought to the Governance Committee at their next meeting. If these requests are accepted, Cheryl will remain the chair and Pam will remain recorder of the committee.
Jim asked the committee if anyone knew any good adjuncts. He stated we needed them for early college and dual enrollment classes. Even though adjuncts are hired by the school system, we will still maintain their teaching procedures. Gary believes some adjuncts seem to lose control. Jim suggested visiting these classes. That way we can stop any bad practices. Cheryl stated they still have to meet CVCC’s standard. If anyone knows good adjuncts, let Jim know.

Agenda topics for next meeting:
This being the last meeting of the year, the only two items on the agenda for the next meeting will be an update by Kris on the progress of the assessments and evaluations and an update by Jim on the Administrative and Professional Faculty Evaluation Task Force committee.
Our next meeting is TBD. This will be our last meeting until the fall 2015 semester.
The meeting was adjourned at 1:50 p.m.
Minutes submitted by Pam Reynolds
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