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2014-05-19

Minutes of the

President’s Cabinet Meeting

May 19, 2014

 
Minutes Approval:
 
Minutes of the May 5, 2014, meeting were approved.
 
Attendees:
John Capps
Mike Bradford
Kris Ogden
Peter Dorman
Ruth Hendrick
X
Will Sandidge
Irene Wheeler
X
Leticia Forster
Linda Daye
Steve Monetti
X
Jana Fedele
David Lightfoot
X
Dianne Sykes
John Poole
Jim Lemons
 
 
 
 
Names highlighted in yellow were absent.
 
Enrollment Report:
Data As Of Tuesday (5/20/2014)
Summer
2013
2014
Percent
FTE
612.13
495.07
-19.12%
Headcount
1,858
1,548
-16.68%
 
 
Fall
2013
2014
Percent
FTE
909.07
823.27
-9.44%
Headcount
1,349
1,274
-5.56%
 
 
SACS Reaffirmation and Budgeting Process Update:
 
Kris reported the budget planning process is moving along as planned and work with the QEP is continuing. 
 
Kris stated the report from the off-site committee was received today, and the areas of assessment were cited numerous times.  Kris stated that she needs to be aware of what departments are doing and when they are doing it as there is much that still needs to done.  John C. reviewed the areas that were found non-compliant: 
 
Core Requirement 2.5 (The institution engages in ongoing, integrated, and institution-wide research-based planning and evaluation processes that incorporate a systematic review of programs and services that (a) results in continuing improvement, and (b) demonstrates that the institution is effectively accomplishing its mission.),
 
Core Requirement 2.8, (The number of full-time faculty members is adequate to support the mission of the institution. The institution has adequate faculty resources to ensure the quality and integrity of its academic programs. In addition, upon application for candidacy, an applicant institution demonstrates that it meets the comprehensive standard for faculty qualifications.)
 
Comprehensive Standard 3.2.10, The institution periodically evaluates the effectiveness of its administrators.
 
Comprehensive Standard 3.2.11, The institution’s chief executive officer has ultimate responsibility for, and exercises appropriate administrative and fiscal control over, the institution’s intercollegiate athletics program. (Control of intercollegiate athletics)
 
Comprehensive Standard 3.3.1.1, The institution identifies expected outcomes, assesses the extent to which it achieves these outcomes, and provides evidence of improvement based on analysis of the results in each of the following areas: evaluation of educational programs.
 
Comprehensive Standard 3.3.1.2 The institution identifies expected outcomes, assesses the extent to which it achieves these outcomes, and provides evidence of improvement based on analysis of the results in each of the following areas: non-compliance in administrative support services.
 
Comprehensive Standard 3.3.1.3 The institution identifies expected outcomes, assesses the extent to which it achieves these outcomes, and provides evidence of improvement based on analysis of the results in each of the following areas: academic and support services.
 
Comprehensive Standard 3.4.8 The institution awards academic credit for course work taken on a noncredit basis only when there is documentation that the noncredit course work is equivalent to a designated credit experience. (Noncredit to credit)
 
Comprehensive Standard 3.7.1 The institution employs competent faculty members qualified to accomplish the mission and goals of the institution.
 
Comprehensive Standard 3.7.2 The institution regularly evaluates the effectiveness of each faculty member in accord with published criteria, regardless of contractual or tenured status. (Faculty evaluation)
 
Comprehensive Standard 3.12.1 The institution notifies the Commission of changes in accordance with the Commission’s substantive change policy and, when required, seeks approval prior to the initiation of changes. (Substantive change)
 
John C. stated the College now has an opportunity to write a focus report responding with clarification to these areas. He stated he is confident the College will be fully compliant by the time the on-site committee arrives in October.
 
CGC Consent Agenda Items:
 
None
 
Agenda Items:
 
Student Fees for Students Taking Online Classes (CAPPS)
 
John C. stated Kris discovered during the budgeting meetings that the College could have a liability issue because it is not charging student fees in the same ways that other 22 community colleges are. Kris stated that CVCC currently charges $5.50 per credit hour and has just requested permission to raise the fee by the maximum amount of $.50. She reported since 2004, the fees have not applied to online, in-state students, (resulting in a $66,000 loss in fees last year alone). She reported even though some of the activities are only on campus, these students still take advantage of the College’s services. Irene stated that the Compliance Certificate document made a strong case as to the fact that CVCC offers equivalent services to online students; therefore, she felt the College should charge the fees to all students. John P. stated previously, the decision was made on the premise that online students do not attend picnics, music events, etc. and therefore do not take advantage of the items covered by the fees. Jim Lemons stated he did not feel the added fee would adversely affect enrollment. However, John P. stated that these (local fund) fees cannot be used to fund items like the peer review process. 
 
David made a motion to approve charging online students the same amount of student fees as on-campus students effective fall 2014.
 
Being no further discussion, the President’s Cabinet approved the motion unanimously.
 
Divisional Reports:
Part-Time Association 
Steve Monetti in Jana’s absence reported on the Part-Time Association and stated he is the new vice president. He stated Jana is working on improving attendance by holding electronic meetings.
Classified Staff Association
Linda stated the Classified Staff Association has nothing new to report.
Compliance Certification
Irene questioned if anything could be done to reduce the high volume of junk mail. David stated since the College’s e-mail is now in the cloud, it is more challenging. John C. requested for David to investigate this to determine a possible solution.
Dean of Institutional Effectiveness and Strategic Planning
Kris had nothing more to report.
Vice President for Academic Affairs and Student Services
Jim Lemons in Will’s absence reported last Friday afternoon after lunch, the doors to Amherst Hall were locked even though offices were open He stated this created a hardship for students who were trying to register for classes. Ruth stated that students also in Workforce classes were unable to leave class and return. John C. stated he will look into this situation. 
Jim reported the Career Technical Education (CTE) classes at Campbell County are going well and may result in additional summer enrollment for the College.
Jim also reported Lynchburg College wants to discuss forming a two-year pre-nursing program with CVCC. 
Faculty Association 
Peter discussed a concern about graduation which involved the students marching out ahead of the faculty. He stated it was a minor glitch but caused some confusion.
Peter reported the Faculty Association has approved a policy for the rotation of program heads, program coordinators, and department heads. Peter stated the policy change will be forwarded to the CGC for the next step in approval. John C. stated the committee is not scheduled to meet until September but could be convened at an earlier date if this is time sensitive.
Vice President of Institutional Advancement 
Mike reported he is still in the process of compiling a list of previous individual and corporate donors that have not made a donation, and once identified, these persons and companies will be contacted. 
 
Mike also reported his office continues to award summer scholarships.
 
Vice President for Finance and Administration’s Report
John P. reported he is busy creating the budget for this year even though the allocation from the VCCS has not been received. 
John P. also reported CVCC is working towards aligning its purchasing department with VWCC with an implementation date of July 1, 2014. He reported each department must have a person trained in eVA who can make purchases up to $5000. John P. stated there are several already trained, but more will need to be identified. He stated any purchase with an amount above $5,000 will be transferred to VWCC. 
John P. reported the crosswalks are going out for bids again, and the canopy has been designed and in the process of being reviewed. He stated the next step will be for State Board approval in July, and then out for bids. John P. stated this project will not begin until fall semester.
President
 
John C. remarked at how nice the graduation was and how uplifting it was to hand out the diplomas.  He thanked everyone for helping make it such a success.
 
John C. commented on how much he liked the new cover for the graduation program and stated more changes are anticipated for next year’s.
 
Vice President of Workforce Solutions & Community Education’s Report
Ruth reported Workforce Enterprise System (WES) implementation is beginning and will require help from IT and Facilities Management. 
Ruth also reported Workforce exceeded its goal of awarding Career Readiness Certifications by 115% as of May 1.
Vice President of Information Technology
David reported that purchase orders for the installations of 32 new security cameras and the Code Blue pedestal near the bus stop have been issued. He also reported the exterior wireless survey for the exterior cameras is complete.  David also reported the College’s video surveillance vendor has been changed from BlackBoard to Video Insight.  
David reported some of the faculty have received new PCs.
Director of HR
Leticia was absent.
The meeting adjourned at 3:20 p.m. The next President’s Staff meeting will be held on June 2, 2014.  
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