Minutes of the
President’s Cabinet Meeting
September 24, 2018
Minutes of the August 27, 2018 were approved as written.
Name(s) highlighted in yellow were absent.
Data as of 9/24/18
CGC Consent Agenda Items:
Updates to the Professional Development Policy (JARRETT)
Sarah reported on updates to the Professional Development Policy that had been approved as written by the College Governance Council on September 11, 2018. The President’s Cabinet had previously reviewed the updates (summer requests, reduce number of forms, etc.); therefore, Russell made a motion with Mary seconding to approve the updates as presented.
The President’s Cabinet unanimously approved the updates as presented.
(The updates are included at the end of these minutes.)
Sexual Offender Registry Policy (DOVE)
Russell presented a sexual offender registry policy for approval. (The policy is included at the end of these minutes.)
Russell discussed paragraph three of the policy which states “Registered sex offenders applying for admission to Central Virginia Community College shall email the Dean of Student Success at TAT@centralvirginia.edu before initiating the admission process. The request will be taken to the Threat Assessment Team to determine if the student will be allowed to enroll in classes.” Russell stated a policy was necessary so if a student had enrolled and paid for classes here at CVCC and the Police Department was later informed that he/she was listed on the sexual offender registry, that student would be dropped from the classes, and if after the drop date, would not receive a refund. He stated hopefully students will be honest and upfront by contacting the Dean prior to enrolling. Russell reported members of the TAT are the only ones on Campus to whom he can share police/parole records. John questioned as to how many times does this occur here at CVCC, and Russell stated five or six times a year.
Russell stated a link to the policy will be shown on the enrollment screen which will ask “Are you a registered sex offender?” Randall stated the policy cannot be linked to the application as that is a VCCS document. Russell stated this policy will protect the student as well as the College.
Lewis made a motion with Matt seconding to approve the policy as written.
The President’s Cabinet unanimously approved the policy as written.
Maintenance and Operation Budget FY 2018-2019 (BRYANT)
Lewis had presented the Maintenance and Operation Budget for FY 2018-2019 at the August 27, 2018, Cabinet meeting for review and being he had not received any change requests or questions, requested the Cabinet to approve the budget at today’s meeting. Russell made a motion to approve with Sarah seconding the budget as presented.
The President’s Cabinet unanimously approved the budget as presented.
2019 Pay and Holiday Calendar (Franklin)
Randall presented the holiday calendar for 2019 for approval. Lewis made a motion to approve the calendar with Sarah seconding.
The President’s Cabinet unanimously approved the calendar as presented.
Campus Use of Microsoft Outlook (OGDEN)
Kris distributed the CVCC’s Strategic Plan and stated part of that is the ‘FY 2019 Student Success/Enrollment Management Plan that was approved by the VCCS. Kris reported that to support student success, four navigators are in the process of being hired and will be using Navigate and Campus technology to guide students from enrollment to graduation. Kris stated in order for this to work, everyone across Campus that is advising students or scheduling appointments needs to be using Outlook to schedule meetings. She stated the Outlook calendars will be syncing with Campus which is the technology that will be used to document the interaction with the students. Kris stated the Navigate Leadership Team is developing a timeline for a role out for the usage requirements of these tools. She stated this is necessary to meet CVCC’s standards as well as the VCCS’. Kris stated there will be training about the basics of Outlook for those that need it. She stated using Outlook will be a requirement for those syncing with Campus. Kris requested she hopes this will be supported by the President’s Cabinet and especially the constituency groups.
Vice President of Finance and Administration
Lewis had nothing else to report.
Matt reported on the Faculty Association’s being opposed to the VCCS’ Direct Placement Initiative (no longer providing most of the developmental classes). He stated the Faculty feel that this will not be beneficial to the students and will result in a decrease in student success. John stated he will present this to the VCCS at the upcoming ACOP meeting.
Vice President of Information Technology
David was absent.
Classified Staff Association
Mary reported the Classified Staff Association upcoming meetings will have a focus on wellness and the food pantry.
Mary discussed several planned initiatives:
· Mindful Movements for Stress and Relaxation Lead by Mike Cundiff beginning on Oct. 1 from 12- 1 p.m.
· Leading with Influence “Brown Bag” Lunch & Learn 12 -1 p.m., Tuesday, October 23, Merritt Hall (Rooms 5145-46) Presenter: Christine Kennedy, Leadership & Life Purpose Coach.
· Friday, December 7th 5:30 – 8 p.m. Riverviews Artspace, Downtown CSA Fall Social Event
Dean of Institutional Effectiveness
Kris followed up from the previous Cabinet meeting with the discussion on Secret Shoppers and stated an EAB webinar recently shared research gathered from Secret Shoppers. Kris stated as a result of this, EAB offered someone to share the research in the context of customer service training. She stated on October 23 from 2-4 p.m. an EAB meeting will be held for anyone that interacts with students. Kris stated this is an excellent professional development opportunity which will set the framework that will clearly convey CVCC’s expectations on how to interact with students and whether there are barriers that prevent students from having positive experiences. She stated this event will directly deal with Secret Shoppers. For example, Kris stated if a Secret Shopper could not get the course they needed that would result in a negative shopping experience.
John stated there needs to be a way to measure quantifiable data on how the College is dealing with students.
Part-Time Staff Association
Sarah reported the Part-Time Staff Association had a great meeting with 10 in attendance. She stated a discussion included that student life here on Campus had become rather boring. Sarah stated the Part-Time staff would like to be part of the solution. She stated she had emailed Muriel to see if any Coffee Centrals had been planned for this semester. Sarah said while the Part-Time staff did not have the money to fund this event, they would like to add something like Tag-Team Trivia to get students involved. She stated another idea was to include this into their fund raisers.
Sarah stated some staff heard a rumor that they were not going to be able to make up hours missed. Randall stated the policy has not changed.
John stated the Part-Time wage increase may be a phased approach same as full-time staff. He stated it has been determined that the grounds’ wage employees will be first to receive the pay increase as this is where the need is the greatest. Randall stated there aren’t as many role codes as once thought, so the complete project analysis should be completed in 30-45 days. He stated the first group for increases was effective on September 14 and would be on the October 17th paycheck. Randall stated the next group is the Office Administrative Specialist IIs and will continue with role codes. John stated that the College is committed to seeing this to the finish.
John reported he had heard from others that student life here on Campus is not as vibrant as it should be and he stated he would like to talk with Sarah in more detail on this.
Director of Human Resources
Randall had nothing else to report.
John distributed the VCCS Fall 2018 Point-in-Time Enrollments Compared with Fall 2017 data sheet that he received this morning. He stated CVCC continues to do well with an overall -1.28% FTE (Full-Time Student Enrollment) change. John stated Lewis based this year’s budget on a 3% decline but CVCC will outpace this. He also stated CVCC outpaces the VCCS average of -2.21%. John stated some colleges are doing well and others, not so well. John referred to the second sheet of the handout that highlights the declines/increases from the past three years 2015-16 to 2017-18 academic years. He stated the VCCS is looking at four factors which include the regional population of the colleges’ service area, FTE enrollment over a three-year average, the average operating costs per FTE, and trends in high-demand non-credit credentials. John stated these four factors determine the viability of each colleges. He reported the CVCC has passing marks on all four factors.
John discussed CVCC’s 8.3% decline in headcount and 5.7% decline in FTEs during the past three years and stated the College is worse than the VCCS average (-8%)in headcount and slightly better in FTEs.
John discussed the third sheet which included the regional population, regional participation rate, and number of high school graduates and stated CVCC has an unusually low participation rate (1.42). He stated most of the other colleges are outpacing CVCC’s rate-some almost doubling. He stated this needs further examination as with a participation rate (credit only) that low, something needs to be done to attract more students to CVCC. John asked if anyone had any insights as to what might be influencing this. Sarah questioned if the types of programs CVCC offers could be affecting enrollment. John stated he had talked at Convocation of the need to step up CVCC’s offerings of Health Sciences and STEM programs. John stated CVCC has several four-year colleges in its region that could play a part, and also how CVCC is marketed in the community as well. He stated CVCC’s participation rate is troubling as enrollment plays such an important role.
John stated the VCCS has given approval to give recognition awards (aka bonuses) this year. He stated in the past, a percentage of the annual salary was given but that will not be the case this time and new criteria needs to be developed. He stated it seems this time, there will be a fixed amount for full-time employees, a fixed amount for part-time employees, and a fixed amount for adjunct faculty, etc. John requested everyone to think on this and be prepared to discuss at the next Cabinet meeting.
Russell had to leave the meeting early.
Director of Strategic Initiatives
Will was absent
Vice President of Academic and Student Affairs
Muriel was absent. .
The meeting adjourned 2:20 p.m. The next President’s Staff meeting is scheduled for October 8, 2018.
Professional Development Updates’ Proposal
Date submitted: 9/7/2018 to CGC
Name of committee submitting form: Professional Development Policy Committee
Chairperson of committee (name, email, and telephone number):
Sarah Jarrett, email@example.com, 434-832-7689
Brief description of recommendation or proposal:
Below are requested updates to the Professional Development Policy, originally adopted in January 2017 and revised in September 2017. Several revisions are requested based on experience with Year 1 implementation and ways to improve. The following adjustments will also result in shortening the original document by 13 pages. Table of Contents has also been modified.
1. Schedule for Obtaining Funding (page 9):
Adds a sentence about how to handle summer requests and recommends that the Professional Development Coordinator, in consultation with the Professional Development Policy Committee Chair (or designee), may make decisions as necessary about PD requests. Since faculty are not necessarily available to meet in the summer, we wanted to have a process for collaboratively evaluating these requests.
2. Off-Campus Professional Development Conferences and Events (pages 11-12, 32-37):
This combines two categories of funding formerly known as “Off-Campus Professional Development Conferences” and “Community College Network Conferences and Activities” into a single funding category using a single application. The distinction was overly cumbersome for the applicants to be sure they were using the right form, and by combining the budgets of these two categories, we can encourage more participation in state-level events. Form was updated to require Chrome River pre-approval. Both types of conferences already used the same rubric. Budget percentage will be 35%.
3. Nonconference Job Skills Training and Professional Development Activities (pages12-13, 38-42):
This combines two categories of funding formerly known as “Off-Campus Nonconference Professional Development Activities” and “On-Campus Non-Credit Job Skills Training and Continuing Education Activities” into a single funding category using a single application. The distinction was overly cumbersome for the applicants to be sure they were using the right form. The committee didn’t feel it was necessary to have separate funding streams for on and off-campus events for individuals. Form was updated to require Chrome River pre-approval as well. Both types of training already used the same rubric. Budget percentage will be 10% (reduction of 1% taken from Nonconference Job Skills…).
4. Professional Organization Memberships (page 13):
Increase budget percentage to 5% (from 4%), using 1% pulled from “Nonconference Job Skills”, which reflects campus interest and increased need in this funding category.
5. Education Tuition Assistance (page 14-16):
Policy and procedures has been updated to reflect the actual procedures that need to be used to ensure eligibility by HR (per VCCS guidelines) and the process used for allocating funds among applicants. Budget percentage remains 30%.
6. Professional Development Sessions—Hosting Outside Speakers and Workshops on Campus (pages 16-17):
Moved some training topic suggestions here from the “On-Campus Non-Credit Job Skills Training and Continuing Education” section which was combined with another category above. Budget remains 20%.
Proposed action plan for implementation:
After completing the approval process, the new forms and the shortened document will be uploaded to the website and made available to everyone for immediate use.
Section in online policy manual where this proposal (if passed by the CGC) should reside:
On Professional Development section of the CVCC website.
Are there any other offices/committees that should be included in this decision?
Registered Sex Offender
Sexual Offender Registry Policy
Each public and private two- and four-year institutions of higher education physically located in the Commonwealth of Virginia must comply with Section 23 .1-407 Code of Virginia related to the Sex Offender and Crimes Against Minors Registry, requiring institutions of higher education to transmit certain data to the Virginia State Police. This information is transmitted electronically and compared against the Virginia Criminal Information Network and National Crime Information Center Convicted Sexual Offender Registry.
In the event that the State Police determine that an applicant to Central Virginia Community College is listed on the Sex Offender Registry, the State Police will notify Central Virginia Community College via the College Police. The College will be notified as to the prospective student's name and the
charge for which the prospective student was convicted.
Registered sex offenders applying for admission to Central Virginia Community College shall email the Dean of Student Success at TAT@centralvirginia.edu before initiating the admission process. The request will be taken to the Threat Assessment Team to determine if the student will be allowed to enroll in classes. Students may be denied admission if there is reason to believe that theypresent a danger to themselves, other students, faculty members and/or staff. The Dean of Student Success will notify the prospective student of the outcome within fourteen (14) calendar days of the decision. The prospective student may appeal the initial decision if denied admission to the college.
Students who are registered sex offenders admitted to the college will have their name posted on the college's web site as a convicted sex offender. This link is available for review by staff, students and members of the general public who use the website.
If the applicant registers for classes before contacting the Dean of Student Success and/or notification from the State Police has occurred, the student will be immediately informed that he/she is being dropped from classes and will receive a refund.
· A prospective student or student may invoke his/her right to an appeal process.
Appeal Process for Denial of Admission or Withdrawal for Convicted Sex Offender
When a convicted sex offender is denied admission or is administratively dropped from classes, he/she may invoke the following appeal process:
· The prospective or withdrawn student will receive a letter from the Vice President for Academic and Student Affairs stating his/her denial of admission or administrative drop from classes.
. .... )
• The prospective or withdrawn student may write a letter of appeal to the Vice President for Academic and Student Affairs within seven (7) calendar days in which he/she provides the following information:
1. Disclosure of the nature of the offense for which he/she has been convicted;
2. Justification for consideration of admission/readmission;
3. Statement acknowledging his/her understanding that his/her identity and status as a convicted sex offender will be publicized on the college campus in accordance with federal and state law if he/she is admitted or reinstated.
The Threat Assessment Team (TAT) will review the information submitted and make a decision within fourteen (14) calendar days of receiving the letter of appeal. The Vice President for Academic and Student Affairs will inform the prospective student or student by letter of the decision of the TAT. The decision of the TAT will be final.