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Minutes of the Evaluation and Assessment Committee
The meeting was called to order on August 25, 2015 at 1 p.m. in Room 5208.

Members Present:
Jim Bell, Cheryl Cunningham (Chair), Peter Dorman, Jessica Hogan, Margie Jones, Nathan Kolb, Shannon McDermott, Kris Ogden, Xavier Retnam, Pam Reynolds (Recorder), and Kevin Riley

Members Absent:
Sue Cochrane, Jeff Laub, Jim Lemons, Muriel Mickles, and Gary Randolph
Cheryl and Pam received notice from Jim Lemons stating he would not be able to attend today’s meeting due to a previously scheduled appointment.

Meeting Minutes from the March 31, 2015 meeting:
Cheryl asked the members if they had any changes in the previous meeting’s minutes, which was held on March 31, 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, Cheryl approved the minutes.

Introductions. Due to this being the first meeting of the year and having new members, Cheryl asked everyone to introduce themselves.

Old Business:
Report by the (OIESP) Office of Institutional Effectiveness and Strategic Planning from Kris. Kris discussed the graduate assessments and surveys which are an ongoing process. She and Kevin will be there to provide support to all involved in the assessment procedure.
Kris announced the official notification of our 10-year accreditation. Dr. Capps received a letter from Dr. Belle Wheelan (President of SACS—Southern Association of Colleges and Schools) stating our next reaffirmation will take place in 2024. We all received a copy during the fall 2015 Convocation.
Kris wanted the committee members to discuss and focus on student course evaluations, which are currently online. She is concerned about the percentage of participation (especially from dual enrolled students). Dual enrolled faculty do not access their CVCC email. She has been contacted by the Governor’s School stating they would be participating in the online evaluations.
Some of the faculty members of the committee are afraid the dual enrolled faculty do not follow the rules of CVCC. Xavier believes there is no way to control these students since the high school faculty does not do what the CVCC faculty does and Shannon mentioned the differences in the course evaluations between the high school students and the CVCC students.
Kris stated that the CVCC faculty should get with their deans and the high school faculty and every one do the same thing to stay on track.
Jessica has issues with the evaluation software. She says students are filling out evaluations for the wrong class. She sends her students to the SME lab manager and sometimes the students cannot get into the software. She questioned going back to the bubble sheets but it is much faster online and results are back quicker. Margie announced due to the admins in each division having to type all the evaluations if done on bubble sheets, it does not help the faculty with concerns from the students. They get quicker results with online evaluations. Kris stated online evaluations have a better timing and accuracy. We would not be going back to pencil and paper. If any faculty member has any problems with the software, please let Kris or Kevin know and they will try to resolve the problems.
Jim B. and Shannon suggested doing the evaluations at least twice a semester. If you do evaluations before the end of the semester, you can find out concerns by the students and correct any issues they may have before the end of the class. By doing that, they believe you would have a higher rate of positive feedback.
Cheryl stated her Radiology students are offered extra credit and she has 100% participation. Shannon offers extra credit to the students if she receives 100% participation. Kris announced faculty members could do whatever was good for them. Nothing was stopping them from giving two evaluations. Xavier mentioned that if Kris and Kevin did both evaluations, they would have a backup. Peter recommended submitting the extra evaluations to Kris and Kevin once they are completed.
After much discussion on the subject, Kris decided they would work on other strategies and come up with the best practices. This may be something that would be discuss with everyone during convocation.

Update on the Research of Administrator Evaluations by Jim Lemons. Due to Jim being absent for the meeting, Pam handed out a copy of the 3.6.1 Administrative and Professional Faculty Development, Evaluation and Recognition Policy and a PowerPoint presentation titled The VCCS Administrative and Professional Faculty Development, Evaluation, and Recognition System. This was a report from the Task Force dated July 2015. Cheryl discussed an email Jim received from the task force indicating the entire Administrative Evaluation Process is still “up in the air” and nothing has been finalized. The evaluation process will change significantly or possibly even go away. This will be discussed at the next VCCS Dean’s meeting. Peter announced he would be attending the meeting since his new role is Interim Dean of Humanities and Social Sciences. Jim will be attending another meeting with the task force in Richmond sometime in the middle of September. We will discuss his findings at our next meeting.

 New Business:
Cheryl asked if there was any new business. At this time, there was no new business.
Cheryl congratulated Peter on his new role as Interim Dean of Humanities and Social Sciences.

Agenda topics for next meeting:
·         Update on the student course evaluations and ongoing assessments from Kris
·         Update on the Research of Administrator Evaluations by Jim
Our next meeting will be held September 29, 2015 at 1 p.m. in Room 5208.
The meeting was adjourned at 1:35 p.m.
Minutes submitted by Pam Reynolds
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