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Minutes of the

President’s Staff Meeting

October 10, 2011
Great Expectation’s Presentation:
Dr. Jennifer Gentry, Vice Chancellor of Institutional Advancement and Executive Director, and Carol Underhill, Project Director, Great Expectations Institutional Advancement, informed the President’s Staff about the VCCS’ Great Expectations Program. Carol discussed the Great Expectations Program that launched in fall 2008 at five Virginia Community Colleges. She stated they each received a grant to pilot components of the program. She stated all but eight community colleges now have this program. (CVCC is one of those eight.) Their goal is for Great Expectations to be available and easily accessible for all foster youth in Virginia. Carol stated Great Expectations helps Virginia’s foster youth complete high school, gain access to a community college education and transition successfully from the foster care system to living independently. She stated some of the key components include:  individualized tutoring, help applying for college admission and financial aid, career exploration and coaching, help applying for and keeping a job, life skills training, including managing finances, personalized counseling, and student mentors.
Carol stated if CVCC was interested in starting the program, one thing to remember was to begin the program slowly by hiring a Campus Coach (80% of these at other colleges are part-time employees working an average of 30 hours a week). She stated the coach is the key to success of the program by bringing in the students and providing them with career planning. Carol also stated there were probably non-profit organizations in the area dealing with foster youth that CVCC could partner with. She stated the Chancellor encouraged seeking outside funding for this program but would provide some start-up funding; however, she was not sure of the amount.
The President’s Staff approved for CVCC to participate in the Great Expectations Program, and Carol stated she would mail resource material for the Staff to review. The Staff also discussed several organizations that probably would be willing to partner with the College on this program.
Minutes Approval:
Minutes of the previous meeting were approved.
Enrollment Report:
Data As Of Monday (10/10/2011)
SACS Institutional Effectiveness Recommendation Update:
Joey reported on the CS (Institutional Effectiveness: Education Programs) and stated the second milestone due on October 8 was met which consisted of the actual target goals for the student learning programs. He stated the deans and faculty have been hard at work to complete this goal. He stated the real issue is how much data the College will have in relatively short period of time as this will be the first year that some programs will have data.
Joey reported the College had received a letter from SACS stating that each institution is asked to establish a Leadership Team for the duration of its reaffirmation project. (For CVCC, the members will include: John Capps, Geoff Hicks, Joey Fronheiser, John Poole, and Irene Wheeler.)
Executive Order #41 Presentation:
Lucy Carter Smith gave a presentation on the Governor’s Executive Order #41 and stated the purpose of this presentation is to provide an overview of the order, share core initiatives under the mandate and how they affect CVCC, and provide an update on where the College stands.  She stated the Order requires the College to continue to develop and coordinate initiatives for emergency preparedness through including preparedness as a core mission, planning for any type of emergency, ensuring community members, especially leaders, are well trained to respond in an emergency, assigning responsibility for emergency management coordination to an employee, and performance of annual assessments on continuity of operations plans, and emergency preparedness initiatives.
Lucy stated CVCC must include preparedness planning and training as a core competence of the College’s mission. CVCC must also appoint an Emergency Coordination Officer (EOC) and maintain a COOP (Continuity of Operations Plans) and EOP (Emergency Operations Plan). She stated the ECO must coordinate with Va. Department of Emergency Management (VDEM) for continuity planning, training, testing and exercising of plans.
Lucy stated CVCC must include emergency preparedness in the strategic planning and performance management process. She stated the strategic plan has been completed and ready for review by administration and CVCC’s Safety and Security Committee. She stated the state assessment will be available October 10 but due November 10 for 2011 only.
Lucy stated employees of CVCC are required to actively participate in the creation and promotion of a “Culture of Preparedness”.  She stated through the Knowledge Center employees must complete: Terrorism and Security Awareness Orientation and DHRM-HR Policy-Preventing Workplace Violence. Employees participate in CERT and based on policy may be compensated for up to 22 hours.
Lucy stated plans must be updated according to a state provided template. She reported the COOP must be completed by April 1 of each year. She stated an assessment must be performed on emergency preparedness to gauge physical security, COOP, IT security, documentation protection, human resource protection, training and interoperable communications and is due each year by the end of October (2011 by November 10). Lucy stated the VDEM (Virginia Department of Emergency Management) will provide the Governor with results by December 31 of each year.
Lucy reported the Governor’s Certification Program recognizes agencies that represent “exemplary preparedness initiatives”. She stated she would like to see CVCC be recognized as such.

Lucy discussed what the next steps are for the College. They include the following policy decisions:
•      Who will be required to complete the Terrorism and Security Awareness Orientation and DHRM-HR Policy-Preventing Workplace Violence training on the Knowledge Center?
•      Who will be responsible for tracking completion?
•      Will CVCC offer employees compensation for CERT (Community Emergency Response Team) training and participation? Pros and Cons?
•      Who will be required to complete IS-100, 700 and 800?
•      How will the College define those who must complete the minimum debriefing on the COOP?
John C. thanked Lucy for her presentation.
Agenda Items:
Geoff distributed and discussed a proposed Policies/Procedures for Student Conduct which would replace CVCC’s Honor Council. The President’s Staff decided to table the decision on whether to adopt the Policies/Procedures for Student Conduct until the next meeting giving the Staff more time to review the proposal.
Geoff discussed the Recertification by Student and Exchange Visitor Information System (SEVIS) which will allow acceptance of international students at CVCC. He stated the Department of Homeland Security has mandated all colleges accepting international students go through a certifying process. All personnel dealing with these students or their files must be trained and must update training annually. Geoff distributed the cost information of the training compared to the number of international students CVCC has had in the past. (Currently, there are no international students enrolled at CVCC.) The President’s Staff did not approve for the College’s recertification at this time but could considerate it at a later date.
The President’s Staff discussed the cost of printing and postage for three postcards mailings (instead of the schedule) to be mailed on November 1, December 13, and Spring 2012 to inform students of a new direct link to the schedule at “” and also to let them know that schedules would no longer be mailed. As the cost of mailing the postcards was very expensive, Cat Mobley was asked to investigate the cost of only two mailings and bring her findings back to the Staff before a final decision is made.
John C. informed the President’s Staff of a meeting on Lynchburg’s Housing Needs hosted by the City of Lynchburg’s Community Development Department scheduled for tonight for anyone interested in attending. 
The President’s Staff again discussed whether to continue refunding tuition to no-show students (this does not include Financial Aid students) but decided to allow more time for research before making a decision at the next Staff meeting.
Divisional Reports:
Geoff reported the College is in the final stages of hiring the Student Loan’s position. 
In John P’s absence, Cat had no report.
George reported he thinks the DOL TAA (Department of Labor Trade Adjustment Assistance) Grant that will fund two full-time employees for three years will also allow these positions to support a Students’ Career Service for CVCC. He also reported Jack Freeman will continue working at CVCC but on a part-time basis.
Don reported the College is looking to adapt a new logo and a new image with the input of the College Community. He stated he will be working with the Department of General Services- Office of Graphic Communications for the development of the image. Cat stated the Office of Graphic Communications is a mandatory source for graphic communication services in excess of $750 unless utilizing existing in-house capabilities or a waiver is received to procure outside sources.
David discussed a disclaimer that will be added to the College’s website, catalog, and handbooks which states the college does not guarantee that the information contained within them are complete and accurate. He questioned who would be responsible for the content of the disclaimer. The President’s Staff suggested that David work with Judy Graves concerning this.  
John C. reported that he spoke with Muriel Mickles concerning the restructuring of the College Governance and stated she assured him everything was going well.
The meeting adjourned at 3:00 p.m.
The next President’s Staff meeting will be held on October 13.
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