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Minutes of the
President’s Cabinet Meeting
April 20, 2020

Minutes Approval:
Minutes of the April 13, 2020 meeting were approved as written.
John Capps Chris Bryant Jeff Sydenstricker Will Sandidge Sarah Jarrett
Muriel Mickles David Lightfoot Randall Franklin Cynthia Deutsch Shannon Hines
Lewis Bryant Kris Ogden       Elizabeth Narehood Mary Zoccola  
Name(s) marked out were absent.
Enrollment Report:
CGC Consent Agenda Items: None
Agenda Items: Approval of the 2021 Academic Calendar (Mickles)
Muriel Mickles requested approval of the 2021 Academic Calendar. Muriel made a motion to accept the calendar as written and Elizabeth seconded the motion.
With no further discussion, the motion carried unanimously.
Divisional Reports:
VP for Student and Academic Affairs
Muriel Mickles reported that she is working with the school divisions regarding the emergency grading policy. 
Muriel stated that Michael’s group has started online information sessions in conjunction with Chris Bryant’s group. 
Muriel said Patti’s group is continuing to reach out to students (more than 200) who haven’t been responsive since classes have moved online.  She stated the students who were using tutoring services before the pandemic are no longer using these services and the group is reaching out to these students.
John asked if dual enrollment students were going to be able to complete their coursework. Muriel stated the faculty are continuing to work with the students to have them ready for the next level.
Director of Strategic Initiatives
Will Sandidge was absent. 
Classified Staff Association
Mary Zoccola stated the next classified staff meeting will be held on April 28th. John offered to attend a meeting to speak with staff and answer questions they may have.  
VP of Facilities and Finance
Lewis Bryant reported that he’s continuing to review M&O budgets.
Lewis stated that payments are still being received by the school divisions. He also said that student accounts are down to an acceptable level of $200,000. The VCCS put a hold on past due student debt until June 10th.
Lewis also reported that the HVAC lab is empty and ready for the next step. New equipment has arrived for the machining lab.
VP of Institutional Advancement
Chris Bryant reported that several changes were made to the website last week. The website is a tool for students and staff which should be updated regularly. The website focus was shifted to enrollment for summer and fall courses. Fall enrollment will begin on May 4th.  Within the next three weeks, the website will recognize the 2020 graduating class with an online viewbook.
Chris stated they are gearing up to implement the VCCS marketing campaign, while putting a CVCC spin on it, through YouTube and social media.
Part-Time Staff Association
Sarah Jarrett reported that the part-time staff will meet Wednesday, 4/22. Informal meetings are being held every couple of weeks to check in on employees. She said the staff is eager to have connections and share resources.  She stated that she will be sharing a webinar from the Lynchburg Regional Business Alliance on “Working from Home” with the group.
Director of the Title III Grant
Elizabeth Narehood responded to the previous meeting request to identify which students were using student success services, mainly the tutoring services, at the beginning of the semester versus students who are now using the services. The results were that 268 students have not made contact. This information was given to Muriel’s team and Patti’s group will reach out to these students. There was a slight decline last week in appointments but increases in overall students using the services. There was a significant increase in early alerts. She said that Philmika continues to have very high numbers in community outreach.
VP Information Technology
David Lightfoot reported on the network outage and VCCS outage. David stated that IT is continuing to bring more employees up on VPN. David said that the systems office approved a policy that will require MFA (Multi-Factor Authentication) for everyone. Two employees in accounting would have been compromised without VPN. Everyone with VPN has MFA and IT wants to get everyone on MFA. This is important for security, in addition to being a VCCS standard.  He stated that not everyone can be converted immediately, but would like to continue converting faculty and staff.
David said that about half of the Arts & Sciences faculty have been moved to the new phone system. Thanks to Cindy for her leadership in encouraging faculty to move to the new phone system. Jason is working to get his faculty moved also.
John asked about the systems office position regarding Zoom security. David said that VCCS wants to lockdown Zoom with passwords to secure it but that could potentially make it harder for faculty and students to use.  
Director of Human Resources
Randall Franklin reported that payroll has been certified twice since working remotely. He said he has not noticed a decrease in hours from full-time or part-time employees, most people are working normal, scheduled shifts. He also said that due to federal laws, work-study students are still being paid, even though they are not on campus.
Randall stated that open enrollment for benefits will begin 5/1 and end 5/15. 
Campus Police/Security
Jeff Sydenstricker reported that not much is going on around campus. There are still a few people on campus each day. Full-time employees in his area are using this downtime to focus on yearly DCJS training requirements.
Dean of Institutional Effectiveness
Kris Ogden has been working on policy revisions. Federal, regional, and local requirements have relaxed assessments and planning requirements to alleviate some of the stress on faculty and staff.
Kris commented that a pier group met to review academic exercises and employed a linear regression model to predict the worst-case scenario.
Faculty Association
Cynthia Deutsch reported the next faculty meeting is scheduled for Tuesday, 4/28. John and Muriel will also attend. She stated that the faculty is going above and beyond in making the transition to remote learning more smoothly.
Cynthia stated the first Task Force meeting was held last Friday. The team was broken down into groups. Questions to be addressed in these groups are enrollment, delivery of classes, grading, student support, financial services, technology access, and dual enrollment regarding the fall semester.  Cynthia stated she is assigned to two groups - delivery of classes and dual enrollment. Working recommendations are to be in by Thursday, with a final due date of May 15th, earlier if possible.
Cynthia said nomination requests were sent out for next year. The below were elected as officers:
  • President – Jim Tuite
  • President-Elect – Cynthia Deutsch
  • Treasurer – Marci Gale
  • Secretary – Unknown
  • Division Rep Arts and Science – Shannon McDermott
  • Division Rep Professional and Career Studies – Susan Fitzsimons
  • Division Rep Library and Counseling – Ashley Pearson
John Capps spoke about the distribution of CARE funding. There is $908,000 of emergency aid that will be available to students. A team was put together to review guidelines on how to distribute this funding. Suggestions made:
  • Students that demonstrated financial need who were taking six or more credits.
  • The initial allotment would devote aid to students with a financial need using the EFC (Expected Family Contribution) to determine the financial need.
  • The second allotment would be reserved for students that have true emergencies.
  • If $23,000 is allotted, more students would benefit from the aid, if it’s at the lower rate of $10,000, fewer students would benefit.
John stated that once the decision is made, an email will be sent out to the President’s Cabinet for approval.

With no further business, the meeting adjourned at 2:23 p.m. The next President’s Staff meeting is scheduled for April 27, 2020.
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