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Minutes of the
President’s Cabinet Meeting
January 27, 2020

Minutes Approval:
Minutes of the December 16, 2019 meeting were approved as written.

John Capps Chris Bryant Russell Dove Will Sandidge Sarah Jarrett
Muriel Mickles David Lightfoot Randall Franklin Cynthia Deutsch Shannon Hines
Lewis Bryant Kris Ogden Elizabeth Narehood Mary Zoccola  

Enrollment Report:
Data for: 01/27/20

CGC Consent Agenda Items: None
Agenda Items: None
Divisional Reports:
VP for Student and Academic Affairs
Muriel stated that the G3 initiative continues.
Zoom meetings with VCCS are held every Friday at 1:00pm. Everybody is invited to attend this meeting.
Faculty advising is up and running. The first training was held during the week of convocation. There will be additional trainings for faculty advisers before the launch.
Jason Ferguson is the Interim Workforce Development Associate Vice President and is doing a fine job.

Director of Strategic Initiatives
Will reported that he has been working on a schedule for the following (firm dates have been locked in):
  • When the class schedule should be completed
  • When the schedule is sent to the committee
  • When the schedule is reviewed
  • When viewed online
  • When registration begins
In the future, the departments will create a new schedule from scratch. In the past, when classes were rolled over from one semester to the next, the classes didn’t always line up. This will also create a more consistent way of identifying the class sections.

Classified Staff Association
Mary reported that the Classified Staff Association will be changing their bylaws regarding officer terms. Currently, officers serve a two-year term, but this amendment will change it back to a one-year term. This change will come before the Governance Committee for approval in March.
Mary stated that she had been in touch with Habitat for Humanity regarding Florence’s house. The project is scheduled to begin in April.

VP of Facilities and Finance
Lewis reported that Spring enrollment is down 5.5% and Fall was down 4.5% and stated these numbers affect the overall budget. He commented that some monies will be used for lease payments for off-site campus facilities and some will be used for prepaying shared services’ costs. If the budget allows, investments can be made in other projects here on campus.
Lewis reported of several positions on campus that were vacant and haven’t been filled yet due to budget. Next year, there are three or four Title Three positions that the college will start picking up 25% of those salaries, the cost estimates to $64,000.
Lewis stated that next year's budget will require an additional $500,000 based on enrollment being 5% down.
Lewis reported next year, the VRS is increasing the employers’ part of health insurance costs as well as the employees’ cost.
Lewis reported on the Amherst Hall and Campbell Hall renovation schedule. The earliest the project could start will be May of 2021 since the drawings must go through the submittal process. It also depends on how soon the money will be available from the VCCS.

VP of Information Technology
David reported that the new phones ordered before Christmas have arrived and IT has plans to get with the departments regarding incoming calls through the auto-attendant system.
David stated that employees from Virginia Western will visit CVCC concerning the upgrade to PeopleSoft 9.2 which is scheduled to rollover in the next 18 months.
David also stated there will be a new financial aid system, it could be PeopleSoft 9.2 or some new system, but will report more later.
Currently, the college uses Office 365, and if the new standards are approved, everybody will be required to use two factor authentications to get to email, One Drive, or Teams. More on that to come later.
Questions were asked about the training regimen for these new phones. Mr. Lightfoot stated that once the phones are in place, IT will work with each department regarding their needs, targeting faculty first.

Director of Human Resources
Randall reported that the Chief of Police job was posted last week.
Randall stated that the Facilities Manager posting has closed with strong applications being received for this position. Interviews will be held next week.
Randall said the Associate Vice President of Technology Trades and Workforce position was posted on Tuesday, January 24.
The new Coordinator of Financial Aid, Ryan McNamara, started Monday, January 23.  Mr. McNamara brings a lot of experience with him from previous colleges.
Randall added that W-2’s have not been posted to payline yet, but a paper copy should be received in the next day or so.

Campus Police/Security
Russell stated that he is working on a Comprehensive Safety and Security Report. The report will include a complete audit on the alert notification system, access control system, and video surveillance systems. Expert opinion shows that institutions are twice as likely to be a target of a significant technology attack versus a violent physical attack.

Dean of Institutional Effectiveness
Kris reported that the report from SACSCOC has been received. There are two standards that require further follow up and some clarification is needed regarding these, but no problems are expected.  Another report to include additional evidence must be submitted by April 1, 2020.
Kris stated that a Trio Grant (Students Success Strategies) was recently submitted. This grant will provide an opportunity to acquire over $200,000 a year to support a specific, underserved population of students.

VP of Institutional Advancement
Chris thanked everyone for participating in the FunDrive, and he stated it was a huge success. 
The Foundation held its first board retreat, Chris stated there was a discussion about the mission and vision of The Foundation. He stated the two things The Foundation wants to do better are scholarship distributions and tobacco grants.  Marketing needs improving not only for enrollment, but also for The Foundation brand. 
Chris suggested for everyone, while renovations are in process for Amherst Hall and Campbell Halls, to think about naming opportunities for rooms, hallways and buildings.

Part-Time Staff Association
Sarah reported that the Part-Time Staff Association has set the date for the Education Foundation Fundraiser. It will be held on Wednesday, March 25 and Al’s Pizza will be bringing in the pizza truck.  Plans to play “Name That Tune” will be scheduled at a later date.

Director of the Title III Grant
Elizabeth reported that CVCC’s Title III Project was pleased to partner with the professional development committee to secure Dr. Bethanie Tucker for a day long workshop on “How to Motivate Students to Increase Performance” at Spring 2020 Convocation.  A roundtable for full-time math faculty was also hosted with a goal to increase communication between the MALL and math faculty and share the results of the student awareness and perception survey distributed in the fall. Elizabeth recognized Dr. Cindy Wallin for her support and co-hosting the discussion. 
The Title III Steering Committee met last week was able to review project performance related data.  Data focused on the Math Achievement Learning Lab which currently has one full time coordinator and up to eight professional and peer tutors funded by grant funds was reviewed. Comparing to the usage indicated in the Title III Year I annual report by PPA MALL usage. Usage has increased from Fall 2018 from 717 visits to 1222 in 2019, a 70% increase. Reviewing MALL performance relative to developmental math students, students that visited the MALL illustrated an 11.47% increase in pass rate and a 6.93% decrease in withdrawal rate compared to students that did not visit the MALL. Discussion was held about continuing to improve the participation rate of developmental math students which is currently at 41% and conducting further analysis on college level math students as the population.
This year, the Title III grant has also funded the distribution of the Noel Levitz survey which was distributed to SDV 100 students to help identify risk factors related to student success led by Kimberly French, First Year Program Coordinator, also funded by the grant. She has increased the return rate of surveys by 53% from Fall 2018 to Fall 2019. This survey provides information related to students to potentially identify academic and personal challenges to better target referrals and communicate college opportunities from navigators and advisors.
Elizabeth shared she is currently working on the Department of Education Annual Report that was released mid-January and is due March 6th.

Faculty Association
Cynthia had nothing new to report at this time.

John reported on the G3 Initiative and stated that he will be traveling to Richmond next week to meet with legislators to try and urge them to support the G3.
John stated that disturbing news was received regarding G3 and dual enrollment students. At this time, these students will not be eligible for G3 funding. Previously, dual enrollment students would have qualified for funding if they took CTE courses on the CVCC campus and not in their home high schools. Much of the planning for the regional CTE Academy was based upon the dual enrollment students qualifying for G3 funding.
John commented that the G3 resolution was presented to the Local Board, and it was approved unanimously. Copies of the resolution were mailed to the Governor, Lieutenant Governor, the Chair of the Senate Finance and Appropriations Committee, and the House of Appropriations Committee.
John proceeded to ask if there were thoughts or insights regarding increasing enrollment. Below is the discussion: 
Questions were asked concerning the student backout process.
  • Muriel stated incentives were offered to encourage students to pay early and backout dates were changed multiple times during this process. Overall it was a good experiment and will be analyzed to determine if it will become a standard business practice in the future.
  • John suggested employing a similar incentive strategy to encourage students to apply for graduation. Some students think that when they apply for graduation, it means that they're applying to participate in the ceremony, which dissuades them from even applying for graduation. These graduation credentials are the single most important element in the performance-based funding model. Students need to be encouraged to apply for graduation, even if they don't participate in the ceremony.
Questions were asked if students are automatically alerted when they’re eligible to apply for graduation.
  • David responded that he would investigate this further.
  • Muriel added that information has been added throughout the campus telling students about graduation.
  • John stated we need to analyze where these shortfalls are occurring, whether it's new students or returning students, and what factors might be responsible for students who aren’t returning.
Questions were asked if the focus of the G3 Initiative be spent on different age groups, like 22 to 25.  
  • Kris offered that we need to focus on adult learners, the people who could benefit from training courses or recertification.
  • Lewis suggested that a cohort-based approach for adult learners would be most successful.
  • John proposed the possibility of developing a cohort-based program by creating new schedules that would allow students to come to campus one day per week, or perhaps a schedule that includes weekends.
  • Muriel suggested possibly offering classes through Zoom.
  • Will offered the potential of adding new curriculums, whether it be an associate degree or a career studies certificate.
  • David suggested offering eight-week courses.
  • John added that during his visit to the SACSCOC conference, some of the colleges in Texas have gone to eight-week terms instead of 16-week terms, as it enables a student to concentrate on a lesser number of classes in a more intense format.
With no further business, the meeting adjourned at 2:22 p.m. The next President’s Staff meeting is scheduled for February 10, 2020.
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