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Minutes of the Evaluation and Assessment Committee
The meeting was called to order on September 29, 2015 at 1 p.m. in Room 5208.
Members Present:
Sue Cochrane, Cheryl Cunningham (Chair), Peter Dorman, Jessica Hogan, Margie Jones, Jim Lemons, Shannon McDermott, Gary Randolph, Xavier Retnam, Pam Reynolds (Recorder), and Kevin Riley

Members Absent:
Jim Bell, Nathan Kolb, Jeff Laub, Muriel Mickles, and Kris Ogden
Cheryl received an email from Nathan stating he would not be able to attend today’s meeting. Jim B. told Pam he would not be able to attend today’s meeting due to a previously scheduled meeting with a student.

Meeting Minutes from the August 25, 2015 meeting:
Cheryl asked the members if they had any changes in the previous meeting’s minutes, which was held on August 25, 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.

Sue asked what exactly does this committee do—what is the mission of the committee. Cheryl explained it works with institutional effectiveness and with keeping the college compliant. Cheryl will send Sue an explanation of the committee.
According to the College Governance Model, the mission of the Evaluation and Assessment Committee is the following:
Evaluation and Assessment Committee: Provide advisement and support in the effective collection and use of information, data, evaluation, and research to accomplish the mission of Central Virginia Community College, specifically as it involves: 1) Southern Association of Colleges and Schools (SACS) reaffirmation; 2) student course evaluation; 3) academic program assessment; 4) annual evaluation of employees by supervisors; and 5) annual administrator evaluation by faculty, staff, and secondary administrators.

 Old Business:
Report by the (OIESP) Office of Institutional Effectiveness and Strategic Planning from Kris. Due to Kris not attending today’s meeting, Kevin gave the report of the OIESP. Kevin announced Kris has been discussing the student evaluations with our representative from IOTA via email. They believe the IOTA evaluations are the best practices. Kris and Kevin are planning on a presentation or workshop explaining the IOTA evaluations at our next convocation.
It has been recommended to have a random drawing and give prizes to students who have completed the evaluations. This would help give the students an incentive to complete their evaluations. Peter suggested bringing this up at the next faculty meeting.

Update on the Research of Administrator Evaluations by Jim Lemons. Jim announced he attended the Administrative and Professional Faculty Evaluation Workgroup meeting in Richmond on September 3, 2015. He provided a packet from the meeting, which included the following:
·                     The agenda for the meeting on September 3, 2015. This would be the 11th meeting conducted by this task force.
·                     An email to the librarians at Virginia Highlands Community College and Lord Fairfax Community College regarding feedback from librarians on the proposed administrative and professional faculty evaluation process
·                     A draft of the Administrative and Professional Faculty Evaluation Process from Rappahannock Community College
·                     Comments on the Revised AP Faculty Evaluation process from Paul D. Camp Community College and Thomas Nelson Community College
·                     Feedback and Questions on the Administrative and Professional Faculty Evaluations Process from town hall meetings from Tidewater Community College
The next step on the agenda was to present the above information to the CODD/ASAC (Council of Deans and Directors/Academic and Student Affairs Council) on September 23, 2015. Jim and Peter attended this meeting which was held September 23 – 25, 2015 at The Inn at Virginia Tech in Blacksburg, VA. They did not seem to get much feedback from the meeting. Jim discussed the differences between the administrative faculty, which are deans and directors and the professional faculty, which are librarians and counselors.
The next steps on the agenda are to present this model plan to the ACOP (Advisory Council of Presidents) on October 14, 2015 and then present it to the State Board on November 18, 2015. The task force are planning a meeting in December to plan training and implementation. The training will be starting sometime in January and go through May and implementation will be planned for FY17.
 Jim discussed the PowerPoint presentation titled The VCCS Administrative and Professional Faculty Development, Evaluation, and Recognition System which was handed out at the last meeting. He discussed the three major components of the proposed policy which are the following:
·         Evaluation
·         Annual Objectives
·         Recognition
Under the Evaluation component, he discussed the evaluation cycle, frequency of evaluations, mid-year progress reviews, and the performance domains. We have a two-tiered rating system, which is meets expectations or does not meet expectations. Evaluations should provide feedback from not only peers, but also from any individual that provides a service to the faculty member. The faculty member will then use that information for self-improvement.
Under the Annual Objectives component, he discussed objectives and stated they should be very specific. For example, the medical scribe, medical coding & billing, and medical coding programs are very specific objectives for the Business and Allied Health division. At the end of the evaluation cycle, each faculty member must provide a self-assessment narrative that includes an analysis of activities and progress towards achievement of the annual objectives.
Under the Recognition component, he discussed what the faculty would need to accomplish to be acknowledge and possibly receive a monetary reward. Jessica mentioned the different awards, such as the Outstanding Award which carries a monetary amount.
Peter asked if there was a form already created and Jim said to look on the VCCS website and there were forms already developed. Jessica asked who decides on the model plan. The model plan is decided by Dr. Capps. Even though he makes the decision for the local plan, he wants input from the faculty. If it is not tweaked by a certain date and the decision to develop a local plan is not in place, the VCCS plan will go into effect. The VCCS plan has already been implemented by J. Sargeant Reynolds Community College.

New Business:
Cheryl asked if there was any new business. At this time, there was no new business.

Agenda topics for next meeting:
·         Update on the student course evaluations and ongoing assessments from Kris
·         Update on the Administrative and Professional Faculty Evaluations by Jim
Our next meeting will be held November 10, 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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