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Committee Name: President's Cabinet
Meeting Date: 11/19/2018 12:00:00 AM
John Capps        
Lewis Bryant
David Lightfoot
Chris Bryant
Kris Ogden
Randall Franklin
Russell Dove
Matt Latimer
Sarah Jarrett      
Dianne Sykes     
Muriel Mickles                
 
Mary Canfield
Will Sandidge 
Minutes of the October 22, 2018, were approved as written.
                                                Enrollment Report:
                                                             Data As Of Today (11/19/2018)
Fall 2017 2018 Percent
FTE 2,283.13 2,261.40 -0.95%
Headcount 4,126 4,044 -1.99%
Spring 2018 2019 Percent
FTE 794.47 1,136.33 +43.03%
Headcount 1,274 1,704 +33.75
Agenda Items:
Part-time Staff Working and Teaching (FRANKLIN)
Randall discussed a question that Sarah asked concerning part-time staff working and also teaching. He stated the VCCS policy stated based on the number of hours per week a person is hired as a wage employee determines how many credits and/or if a person can even adjunct teach. He stated, for example, if a wage employee was hired to work 29-hours per week, he/she could not teach. Randall also stated if a wage employee was hired only to work 20-hours per week, they could also teach a three-credit class which equals to 9 hours.
Randall distributed the VCCS policy on multiple part-time position workload calculations.
Sarah stated that wage employees usually take time off for vacations, etc. which takes away from the total amount of working hours allowed. Randall stated it was difficult to keep track of the combined amount of time wage employees were working and teaching. If employees exceed the total of 1,500 working hours per year, the College could be penalized in the form of fines. Sarah stated it would not be difficult for the employee to keep a spreadsheet on the number of hours worked. Randall questioned as to who would monitor this.
Randall also stated if a person worked for two different state agencies and their hours exceeded the limit of 1,500 per year, both agencies could be penalized as this is a federal offense. Muriel stated the part-time employee needs their supervisor’s permission before agreeing to teach adjunct.
Sarah stated the part-time staff had the impression that any adjunct teaching was not allowed. John stated that was not the case at all.
Muriel stated she would like to see all managers attend a yearly workshop on this subject, and the managers be required to talk to all their wage employees concerning the policy of working and teaching.
John suggested creating a sign-off sheet for the supervisor to approve his/her part-time employees to teach adjunct once all the details were written. Randall will email “everyone” on Campus with all the information. 
Faculty/Staff Photos on Website (MICKLES/LIGHTFOOT)
David stated the College has been discussing adding pictures to the internal employee directory and redesigning the auto-attendant system for several years. He reported when presented to various groups, there were lots of opinions of how it should be redesigned.
David stated he felt CVCC strives for serving its customers with high-tech and high-touch (very close relationship with its customers) by doing the following. 
  • CVCC’s website has been redesigned with guided pathways, enhanced with EMSI data, to allow potential students (customers) to make informed decisions in pursuit of their career dreams.
  • EAB Navigate is being implementing and the College has made bold decisions to invest in additional positions (navigators) to enhance its student’s chances of achieving their career goals.
  • A Title III grant was awarded and the College is planning to leverage the grant funds to provide educational and non-educational support to students.
David stated he believes the College’s current website qualifies as high-tech, but it cannot provide the high-touch. He stated EAB is also high-tech, and although if cannot provide high-touch, it is designed to enhance the high-touch provided by navigators, counselors, faculty advisors, etc.  He stated the addition of the grant-funded positions will further enhance the College’s ability to provide high-touch services to the students. David stated the high-touch “services” mentioned above are provided in the second phase of the Lost Momentum Framework—the “Entry’ phase but asked what high-touch services are being leveraged in the first phase—the “Connection” Phase? David stated the first steps a potential student may take as he/she seeks to determine if CVCC can assist in achieving his/her career goals or assist in identifying his/her career goals. He stated the potential student may take multiple paths as he/she explores interest in CVCC. David stated for the student to be “happy” the majority of the customer’s interactions with CVCC’s technology and personnel must be somewhat positive. He stated a single poor interaction with either can result in an unhappy customer.  David stated CVCC’s website includes a footer on each page and provides the main phone number of 434-832-7600, but the auto-attendant design does not correlate to the College’s web design. He reported the problem is not limited to the footer and the auto-attendant, as the Start Here and the Paying for Colleges pages list services spanning multiple departments, but the contact number is a single department. David stated a readily accessible departmental directory allows the customer to easily contact a department.
David reported at a recent Student Success Committee meeting, the members reviewed what Blue Ridge Community College was doing. He stated BRCC has contact information in their top menu bar, not the footer, and the link provides a departmental listing and other methods of communication. David stated he liked the idea of a departmental directory but at CVCC the phone numbers go to individuals and perhaps there should be a transition box with routing menus (no more than three before talking to someone) that can be selected. David demonstrated an example of an auto-attendant design that seeks to complement the College’s website by asking several questions at the beginning of a call. He stated the caller will always be presented the opportunity to press “0” and speak with the operator. David stated at this level, the operator will be the police dispatchers, but at sub-levels the operator may be a position with a greater understanding of the options presented. He stated this greater understanding should allow the “operator” to better assist/direct the caller. David stated Patti had provided him with the top 20 questions that callers ask. 
David stated he would like for the President’s Cabinet to provide direction so meetings can be more productive. John stated this is definitely the “wave of the future” but he feels that the student should not have to listen to so many options before speaking to someone. Muriel stated after the initial greeting, there should be an option to press “0,” and a pilot to test everything before going “live.”
David stated he feels having photos on the internal directory is a good idea for employees but students are usually looking for a service and not an individual. Muriel asked to first look at encouraging everyone to place a current photo on the internal directory. Kris stated she believed there should be a policy stating what is required such as having a professional profile and  educational information. Russell discussed a problem with requiring adjuncts to post a picture. David suggested allowing pictures taken by the individual to be used as long as it was a headshot. John stated he liked this idea but it was very revolutionary. He stated, instead of the President’s Cabinet making this decision perhaps it would be more appropriate to convene (at the beginning of the spring semester) a series of work groups with the heaviest users of the telephone system to voice their views. John stated there will be strong opinions in both directions and there may not be a consensus. The Cabinet agreed for David to discuss having the phone system align with the College’s website with the focus groups. He will also discuss some of the upcoming changes during Convocation. 
Microsoft Teams (LIGHTFOOT)
David reported Microsoft Teams will replace the College’s current phone system in the next 12 months. He stated it will change how the College conducts business. David stated he will discuss this in more detail during Spring Convocation and will hold training sessions in groups and divisions.
Third Party Sensitive System Classification (LIGHTFOOT)
David stated an email had been sent for everyone to update their Business Impact Analysis (BIA) functions that have been identified as sensitive and cloud-based.
Expressive Activity Policy- 3 pages (DOVE)
Russell reported an Ad Hoc Committee was formed to revise the College’s Expressive Activity Policy. He stated the committee approved the policy as well as the VCCS Legal Department.  The entire policy will be shown at the end of these minutes, and it will also be placed in the Employee Manual.
John made a motion to approve the revised Expressive Activity Policy as written with Muriel seconding. The President’s Cabinet unanimously approved the policy.
Use of Campus Space Policy - 3 pages (DOVE)
Russell reported the creating of a Use of Campus Space Policy was recommended by the VCCS to coincide with the Expressive Activity Policy. He stated this policy includes how the College prioritizes the use of the Campus Facilities and what is or is not allowed.
John made a motion to approve the Use of Campus Space Policy as written with Lewis seconding. The President’s Cabinet unanimously approved the policy.
 
Enhanced Security/Prohibited Items Policy (DOVE)
Russell reported on the Enhanced Security/Prohibited Items Policy and stated the committee approved the policy as well as the VCCS Legal Department.
John made a motion to approve the Enhanced Security/Prohibited Items Policy as written with David seconding. The President’s Cabinet unanimously approved the policy.
Employee Recognition Awards (FRANKLIN)
Randall reported the employee recognition awards justification was sent to the VCCS for approval. He stated everyone will receive the award in December but anyone hired after November 1, 2018, will receive the award at a later date. He stated he should receive the VCCS approval by Wednesday.
John made a motion to approve the Employee Recognition Awards’ justification as presented with Muriel seconding. The President’s Cabinet unanimously approved the policy.
als
 
Divisional Reports:
Part-Time Staff Association
Sarah questioned if the staff and supervisors have been told that they can close their offices during the spring and winter socials to allow them to attend.
Campus Police/Security
Russell reported the Campus Police are participating in the No Shave November to help raise money for growing cancer awareness and raising funds to support cancer prevention, research, and education. Russell stated he has agreed to match the final amount raised.
Russell also stated his department has almost completed their lip sync challenge and just waiting on John for the finale.
The meeting adjourned 3:03 p.m. The next President’s Staff meeting is scheduled for December 17, 2018.
 
 

 

 

 

 

 

 

 

 

 
 
 
 

 

 


CVCC POLICY ON EXPRESSIVE ACTIVITY

 
 
  •  
The purpose of this policy is to set out the procedures and protocols that will govern all expressive activities on Central Virginia Community College properties.
 
    1. This policy applies to employees, students, contractors, , visitors and invited guest, for all campus buildings, grounds, and other spaces owned or controlled by CVCC. The term "expressive activity" includes:
  • Meetings and other group activities of students and studentorganizations;
  • Speeches, performances, demonstrations, rallies, vigils, and other events bystudents,student organizations, and outside groups invited by studentorganizations;
  • Distributions of literature, such as leafleting and pamphleting ; and
  • .S. Constitution.
 
This policy does not apply to instances when the speakers, performers, groups, etc. are approved and invited by the college or to external groups that arrange to use college space through a Facilities Use Agreement.  Link:                                                                        
 
  1. CVCC property is primarily dedicated to academic, student life andadministrative functions. But it also represents the "marketplace of ideas," and especially for students, many areas of campus represent a public forum for speech and other expressive activities. It is our desire to foster an environment that engages the community and promote educational enlightenment. However, our first commitment remains with promoting an environment that is conducive to teaching and learning for our faculty, staff and students.
  2. CVCC will not interfere with the rights of individuals and groups to the free expressionoftheirviewsorimpermissiblyregulatetheirspeechbasedonitscontentorviewpoint.Nevertheless, CVCC may establish reasonable time, place, and restrictionsonexpressiveactivity.
  3. No event or expressive activity shall be permitted to violate or hinder the rights ofotherswithin the campus community or substantially disrupt normal collegeoperations.
 
  •  
CVCC's Director of Public Safety and Chief of Police coordinate the college's efforts regarding this policy and all concerns, and/or questions should be directed to his office.
 
  • Procedures for Reserving CampusFacilities:
    1. If students, student organizations, or college employees desire to reserve campus facilities, they shall submit their requests to Student Activities Coordinator.  Requests must be made with at least 24 "business hours ‘notice.   Additional notice may be required to allow for sufficient logistical support and to ensure the safety and security of the campus.
 
  1. Individuals or organizations who are not members of the college community(i.e.students, student organizations, or college employees) who desire to reserve campus facilities, must be sponsored by a recognized student organization or the college to conduct expressive activities or events on campus. These individuals or organizations should contact the Vice-President of Finance and Administration if interested in being sponsored by the college.
 
  1. CVCC will assess appropriate fees for equipment and facility use to individuals orgroupswhoarenotmembersofthecampuscommunity.Securityfeesmaybeassessedtodefraytheactualcostsofprovidingsecuritywhenthesizeoftheaudiencemayposeariskto.
 
  1. Facilities available for use for speaking, peaceful demonstrations and other formsofexpressive activities are restricted to the hours between 9:00 A.M.  and 9:00  P.M., Monday - Thursday and 9:00 A.M. and 5:00 P.M, on Friday when the college is in session, exceptduringthe24hoursimmediatelyprecedingandduringexamperiods.
 
  1. Students, student organizations, and college employees may request to reserve campus facilities on a first-come, first-served basis. These requests may be denied for the following reasons only:
    • The requested venue is an indoor facility that the college has designated asnotavailableforexpressiveactivityundersectionFofthispolicy;
    • The requested venue is an indoor facility and the request conflicts withrestrictionsenactedpursuanttosectionD(4)of thispolicy;
    • The venue is already reserved for another event 1 ;
    •  
    • The activity will substantially disrupt another event being held at aneighboring2·
 
  •  

'
activity

will substantially disrupt college operations (including classes)  ;
 
  • 's police or security department assessment;
  • The activity will occur during college examination periods;or
1.       The activity is unlawful.
 
  1. During an , the student, student organization, or college employee requesting the reservation is responsible for preserving and maintaining the facility or prope1iy. The person(s) or organization (and its officers, if applicable) shall assume responsibility for damage to the facilities or property.
 
  1. CVCC will not consider the content or viewpoint of the expression or the possiblereac­ tion to that . The college will not impose restrictions on students, student organizations, or college employees due to the content or viewpoint of their expression  or the possible reaction to that expression. In the event that other persons react negatively to
 
 

I In the event that multiple individuals or organizations submit conflicting reservation requests, the following order of precedence shall govern: (1) official college sponsored activities and events; (2) recognized student organization  activities  and events; (3) student  activities  and  events; and (4) all  other activities  and events.
2  The  expression  of competing  viewpoints  or multiple  speakers  in  proximity  to  each  other  does not, without  more,
constitute a substantial disruption .
 
a student's, student organizations, or college employee's expression, CVCC officials (including CVCC police) shall take all necessary steps to ensure public safety while allowing the expressive activity to continue.
  • Spontaneous ExpressiveActivity
    1. CVCC outdoor facilities and areas, students, student organizations , and their sponsored guests may freely engage in spontaneous expressive activities as long as they  do  not (a) block access to campus buildings, (b) obstruct vehicular or pedestrian traffic, (c) substantially disrupt previously scheduled campus events, (d) substantially disrupt college operations, (e) constitute unlawful activity; or (f) create a clear and present threat to public safety, according to the CVCC's police department.
 
  • areas/facilities are not available for expressive activity:
  •  
  •  
  • , computer and scientific labs (during instructional hours)
  • Dining Room & Food Service are (during operating hours)
 
    1. Posted materials must comply with the campus bulletin board policy:Link
    2. Banners used in expressing speech should comply with the provisions of this policyandcannot be used to block, obstruct or otherwise deny access to any pedestrian or to blockorobstruct vehiculartraffic.
    3. Distribution of commercial or the placement of commercial materialisprohibited in the followingareas:
  •  
  • Classrooms, computer rooms, laboratories, and other places where instruction takes place
  •  
  • Parking Lots to include the placement of materials on personalvehicles
 
CENTRAL VI RGINIA COMMU NITY COLLEG E USE OF CAMPUS SPACE POLICY
GENERAL POLICIES
 
  • Hours ofOperation
 
  1. Event Hours-Normal event hours are 7am to 9pm, prior approval is required forhours other than.
  1. The College will be closed on selected holidays including but not limited to NewYear'sDay,MartinLutherKingDay,MemorialDay,July4,and LaborDay,Thanksgiving,ChristmasEve and Christmas Day. Prior approval is required for the dates listed above.
  2. Inclement weather or other unscheduled events or situations such as power failuremayforce the closing of the College, scheduled events will be canceled. For those eventsthatcannot be rescheduled, any fees collected will be refunded to the applicant orgroup.
 
 
  • Priority for Use of CollegeSpace
 
  1.  
 
  1. Local and State Government
 
  1. Nonprofit public service communitygroups
 
  1. Other organizations andindividuals
 
 
 
  •  
 
  1. A Facilities Use Application will be submitted to the College for Local andStateGovernment, Nonprofit public service community groups, and other organizationsandindividuals. In addition, a Certificate of Liability Insurance may be required when deemed necessary.
  1. .Security fees may be assessed to defray the actual costs of providing security when the size of the audience may pose a risk to safety. Fees will be assessed during the application process when applicable.
 
 
  1. The space approved for the applicant will include the furniture and/orequipment normally provided in thearea.
 
  1. The provided furniture and /or equipment must remain in place, unless prior approvalisobtained
  •  
 
Any and all events must be Authorized and scheduled to use space at the College by an authorized College Representative.
  1.  
 
  • Events that pose an excessive risk to the safety of the building, occupants, orprivateproperty.
  1.  
 
  •  
  • The event must not interfere with the regular College activities
 
  • permitted.
d.         SMOKING IS NOT PERMITTED IN THE BUILDINGS. SMOKING  IS ONLY ALLOWED  IN POSTED DESIGNATED AREAS
  • Bookings generally will be accepted on a first-come, first-servedbasis.
 
  • Scheduling and details are arranged by FacilitiesManagement
 
  • The President of Central Virginia Community College has the ight of discretion to void any contract.
  1.  
 
    • The expected attendance exceeds the posted or determined occupancy rate forthespace/venue
 
  • . The request conflicts with other approved scheduled events
  •  
 
  • The request for space is incomplete with missing/omitted details orinformation
 
  •  
 
  • The applicant may have previously breached the agreement for facility.This includes non-payment from previous usage of the facilities.
 
  1.  
 
Decorations may be permitted with advance approval of the College with the following  exclusions:
 
 
a.
 
b.
 
c.
 
 
5.    Security a.
 
b.

No decorations may be affixed to walls, floors or ceilings.
 
No postings are permitted on doors, windows, walls, mirrors, or bathroom stalls.
 
Users are required to remove and appropriately dispose of all decorations immediately following an event unless prior arrangements have been made with the College.
 
 
 
Security is required for all events that will have more than 100 participants and are open to the general public, unless specifically exempted by the College.
 
Private events, such as birthday parties, wedding receptions and prom gatherings and with less than 100 participants may require security.
 
 
  • Security will be provided by off-duty campus police and/or the City of LynchburgPolice Officers.
 
  • until one-half hour after the completion of the event.
 
  • College will bill to the user follow ing the event.
  1.  
 
  • The consumption/possession of alcohol on CVCC property must bepre-approved.
 
  • Consumption/possession of alcoholic beverages will require a properly approvedABC permit and verification of insurance liability coverage. A copy of these documents must be on file with campus police at least three days prior to the event or the event may be canceled.
 
  • 7.            Kitchen
  • Everyone using kitchen areas are required to follow posted equipmentusage regulations. Regulations are posted throughout the kitchen area.
 
  • including sweeping the kitchen, emptying the trash cans, basic cleaning of all equipment.
 
  • Central Virginia Community College is not responsible for damaged, lost, ormisplaced items belonging to users or caterers.
 

Expressive Activity Events

 
Enhanced Safety/Security & Prohibited Actions/Items Policy
 
 
 
Purpose: To provide a safe environment for event attendees, CVCC has implemented several enhanced safety/security measures that may be used for some events including a clear bag for personal contents and metal detectors use procedure.
Safety/Security enhancements may include:
 
Any or all of these safety/security measures may be initiated for a specific event when CVCC campus police or other local, state or federal officials advise/determines it is necessary and/or prudent to do so for the safety of participants.
Clear bags: Bags must be clear plastic, vinyl, PVC or other materials that provides unobstructed view of the bag/container contents. A clear plastic freezer bags (Ziploc bag or similar item) are also permitted.
Metal detectors: Metal detectors may be used during some events and will be determined on case-by­ case bases, upon consultation with Campus Police and/or other law enforcement officials.
Prohibited Actions/Items:
 
  • Air Horns, megaphones or other devices that emit sound above (85dB)decibels
  • Alcoholic beverages **
  • Animals (except service dogs)
  • Flammable liquids orsubstances
  •  
  • Glass bottles orcontainers
  •  
  • Open flame devices/torches
  • Smoking to include use of electronic devices***
  • Sticks andpoles
  •  
  • Toy guns orreplicas
  • Unmanned aircraft systems (includingdrones)
  • Weapons, fireworks, andexplosives
 
 
 
**     Except when approved with an ABC permit
 
***   Except in designated Gazebos,
 
* *** Except for approved college sponsored and signature events
 
 
CGC Consent Agenda Items:
 
None
 
Dianne Sykes
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