Skip to Content


Minutes of the

President’s Cabinet Meeting

January 7, 2013
Minutes Approval:
Minutes of the November 26, 2012, meeting was approved.
John Capps, Will Sandidge, John Poole, David Lightfoot, Joey Fronheiser, Leticia Forster, David McGee, Loretta Marshall, Irene Wheeler, Gayle Kiger, and Dianne Sykes
Enrollment Report:
Data As Of Yesterday (1/9/2013)
SACS Institutional Effectiveness Recommendation Update:
Joey reported the College is approaching some important milestones in the upcoming months which include: completion of the 2011-2012 program assessments (a training session on action steps will be held on January 10), action steps due from program coordinators on January 18, action steps due from program heads on January 25, and by February 8 all information from the faculty will begin to be entered into Compliance Assist and sent to the printers on February 15.
Joey stated he is in the process of writing the narrative which preludes the report and plans are to have the draft completed by January 16. He stated the entire report must be completed by March 15 and so far, good progress has been made. Joey stated he will be talking to Dr. Mark Smith sometime this week to discuss the itinerary of the committee’s April 9-11 visit.
Joey also reported he spoke with consultant, Dr. Cathy Almquist, at the SACS/COC Annual Meeting in December. He stated she had reviewed the College’s information that was in Compliance Assist and although she had some minor suggestions, she felt the College was on the right track. John C. stated he and Will also spoke with Dr. Almquist at the SACS’ meeting and while she thought the College had made great progress, she did say each program assessments needed to be listed first followed by the general education assessments and not the other way around. She stated the College needed to respond specifically to each finding and resist the temptation to ‘cut and paste’ the same responses to each finding. Each finding needed to have a response tailored specifically to it. Dr. Almquist also stated CVCC had an obligation to assess the viability and effectiveness of each program and not just student outcomes. John C. stated the College had conducted a viability study which led to the deletion of some 51 programs that had few or no students. John C. stated that Dr. Almquist recommended using the VCCS benchmarks on program viability as the threshold of effectiveness. 
Joey stated the change recommended by Dr. Almquist on listing the program assessments first has been made.
John C. stated the only concern he had was mentioned in several of the SACS/COC sessions which talked about needing two years of complete assessment data. John C. stated that the College would only have completed one year (2011-2012) prior to the visit in April. However, he stated Dr. Smith thinks that will be enough if a compelling case can be made to the visiting committee.
Joey stated it was a good to have his colleagues attend this annual meeting as in the past he sometimes attended alone.
Agenda Items:
Student Conduct Code (SANDIDGE)
Will distributed and discussed a proposed Student Conduct Code. He stated it had been reviewed and approved by the faculty and the deans.
On a motion by David McGee and duly seconded by David Lightfoot, the Student Conduct Code was recommended for approval as written.
The motion carried unanimously.
Employee Manual Updates and Changes (WHEELER)
Irene stated a process needs to be defined to update the new Employee Manual in the future. She stated one person needs to be ultimately responsible to make sure that process is being followed. David L. will present a proposed procedure to the next PC meeting.
Multi-Year Contracts for Faculty (CAPPS)
John C. discussed a new process for the Multi-Year Contracts for Faculty. He stated the College’s current procedure requires the faculty to develop a portfolio which was very time consuming and few faculty participated. John C. stated he was not in favor of this procedure but felt it should be on the recommendation of the deans based on the faculty’s evaluation. He stated this would begin with a series of 3-one year appointments, then a 1-three year appointment, followed by a series of ongoing five year appointments assuming faculty had demonstrated satisfactory performance in their job duties. He stated this is based on the VCCS policy and felt CVCC should follow their lead with no portfolio necessary. David M. stated that Peter Dorman had discussed this at the Faculty Association’s meeting last week and received unanimous support. John C. stated he was unaware that any other community college followed the procedure that CVCC had documented and felt it was unnecessary to continue.
On a motion by David McGee and duly seconded by Leticia Forster, the requirements for the Multi-Year Contract procedure was recommended for approval.
The motion carried unanimously.
Presentation for the January Board Meeting (CAPPS)
The President’s Cabinet decided to ask Jonathan Whitt and Susan Cash to give a presentation on the new STEM program to the January 16 Board meeting. It was also decided for Ruth Hendrick to give a presentation on the new Fast Track Program at the April Board meeting.

Divisional Reports:
Mike was absent.

Ruth was absent.

Will stated he felt Convocation went well with a majority of the faculty attending numerous sessions. Will discussed House Bill 1184 (Requires local school boards and community colleges to develop agreements allowing high school students to complete an associate's degree or a one-year Uniform Certificate of General Studies from a community college concurrent with a high school diploma.) and stated on January 15, a meeting has been scheduled with Dr. Mac Duis, Director of Instruction in Bedford County, to discuss the dual enrollment contract and an implementation plan. He stated Lynchburg City Schools will be the venue for the next meeting.

Leticia reported the Position Request Form is now located on the College’s website under Human Resources. She also reported the letters of intent have been mailed out to the entire adjunct faculty and stated the contracts will be mailed out at the end of the month. She stated even though this is a new process, it is working nicely. Leticia stated there were 50 part-time employees whose supervisors did not approve their time sheets over the holidays which meant HR had to approve a majority of them. She stated this is not acceptable in the future.  Leticia also reported that Loretta Marshall is now a Professional in Human Resources (PHR). She and the President’s Cabinet congratulated Loretta on her accomplishment.

Irene reported on the Compliance Certification and stated that 36 of the 89 requirements have been completed. She stated the group has goals of completing four a week and to be finished by May. She stated the editing process will then begin. Irene stated the Employee Handbook is now completed and available on the website.

Gayle reported on the Part-Time Staff Association and commended everyone for their help in collecting food (possibly collecting 700 pounds of food) and warm clothing drive. 

Loretta (in Linda’s absence) had no report on the Classified Staff Association.

David L. reported his area has been busy reloading the computers. He stated Developmental English proved to be challenging. He stated Tom Bowers, the VCCS’ Chief Information Security Officer, is resigning from that position effective January 18.

John P. reported on Friday, Bert Jones, Associate Vice Chancellor for Facilities Management Services, will be touring CVCC. He reported construction will begin soon in Admissions and Records and the Accounting Departments. John stated he had purchased a number of GLTC bus passes for needy student use. He stated he was unsure if they should be given to the students or charged a small fee. John P. distributed and discussed the budget as of January 3, 2013. John C. questioned if these numbers reflect the shortfall because of low enrollment with John P. answering they did. John C. requested John P. to compare Fall 2011 adjunct faculty’s payroll with 2012’s.

David M. reported the Faculty Association had their first meeting last week, and one item discussed was committee minutes not being posted in a timely manner. He encouraged minute takers to please get the minutes posted. He also reported the common elements for the syllabi were discussed and now needs to be voted on by the entire faculty.

John P. reminded everyone to review the Procedures for Campus Security that was emailed last week. He stated David M. will be conducting sessions on security this Wednesday and Thursday. John P. asked that any concerns or questions be sent to him if attending the sessions was not possible.

John C. stated the College is not where it should be in safety and security. He stated there are gaps that need to be filled. He stated more needs to be done than has been in the past. John C. stated he asked Lucy Carter Smith to create a video to be shown to students.

Joey had no report.
The meeting adjourned at 2:30 p.m.
The next President’s Staff meeting will be held on January 28, 2013.
Back to top