MINUTES Bill Butt, Terrence Brennan, Brenda Carter,...

2012 - 2013

AA/SD-CAM COLLINAcademic Affairs/Student Development-Communication Advisory Meeting COLLEGE

MINUTES 08/09/2012 1:00 -2:00 P.M. CHEC 135

FACILITATOR Colleen Smith

NOTE TAKER Judy James

Bill Butt, Terrence Brennan, Brenda Carter, Mike Cohick, Gaye Cooksey, Dani Day, Jon Hardesty,

ATTENDEESGary Hodge, Alicia Huppe, Abe Johnson, Brenda KihI, Marianne Layer, Tom Martin, MichaelMcConachie, Mary McRae, Stephanie Meinhardt, Barbara Money, Cameron Neal, Sherry Schumann,Colleen Smith, Martha Tolleson, Donald Weasenforth, Doug Willis, Judy James (Recorder)

Agenda topics

PURPOSE AND MEMBERSHIP COLLEEN SMITH

DISCUSSION

The AA/SD-CAM replaces the APT meetings. The APT was getting so large it was hard to get things completed somembership was reduced. The purpose as described in the handout was discussed, as well as the membership of theCAM. Dr. Smith explained a regular agenda will be established and distributed. Meeting notes will be maintained by herexecutive assistant.

_______

CONCLUSIONS

Members felt it would be beneficial to add the registrar back to the attendees. The Faculty Council President and COEChair recommended the past Faculty Council President and COE Chair also attend since those positions are newly electedeach year.

_________ ______________ ____________

ACTION ITEMS PERSON RESPONSIBLE DEADLINE

Add directors back to the membership Colleen Smith

Add the past Faculty Council President and past COE Chair back to theColleen Smith

membership.

Establish regular agenda items Colleen Smith

SACS LIASISON/THECB LIASISON COLLEEN SMITH

DISCUSSION

Dr. Smith gave an overview of the SACS Liaison role. Duties of the SACS Liaison can be found on the SACSCOC website.All communication from SACSCOC goes to the President and the SACS Liaison. Among other duties, the SACS liaison isresponsible for staying up to date on SACS rules and guidelines and serving as an evaluator for other colleges. THECB hasalso requested each college appoint a liaison. However, THECB has not defined the role of liaison as specifically asSACSCOC. In an effort to keep all oversight organization communication in one place, Dani Day will be taking on theresponsibility for both liaison roles.

THECB also asks for nominations for various committees throughout the year. Some of the upcoming issues the THECBcommittees may be working on include transferring courses to universities, core curriculum, and student success courses.Wendy Gunderson recently served on a committee regarding formula funding and Vickie Woolverton was recentlynominated to serve on the Apply Texas committee. Those who serve on these committees need to be aware of andsupport the positions of Collin College and they need to keep CAM informed. Having Collin College faculty and staff serveon these committees is good for the college and helps us influence decisions being made by THECB.

The Compliance Certification process is proceeding according to plan. Committees are still being formed and are showing agood representation from across the district. The SACS Reaffirmation process has changed over the years and now writingto prove we are doing what we said we are doing is extremely important. A quick timeline of what to expect:

Spring 2014- turn in compliance document (First internal draft due 2/28/13!)

• Summer 2014-return Focused Report with QEP proposal. QEP topic must be supported by institutional research.• Fall 2104-On-site Visit

CONCLUSIONS


Encourage faculty to volunteer to be on THECB committees All

CURRICULUM COLLEEN SMITH & DANI DAY

DISCUSSION

New regulations require we send a prospectus for new program offerings to the DOE as well as to SACS. Dr. Smith hasassigned these curriculum notifications with the DOE along with outlining our curriculum process to Teaching & Learning.Dani Day explained she discovered several pieces of the curriculum process covered in several different flowcharts. Aftermeeting with the VP/Ps and several other employees, she discovered that notification to certain parties weren’t getting tothem in time to adhere to the notification requirements of the oversight bodies. Dani consolidated the processes into oneflowchart and provided a handout of the “Curriculum Management Process.” The last page of the handout indicates theshortest and longest deadlines for SACSCOC, THECB and DOE notifications.

CONCLUSIONS

ACTION ITEMS PERSON RESPONSxSLE DEADLINE

CERTIFYING ROSTERS BARBARA MONEY

DISCUSSION

Beginning Fall 2012, rosters will be certified electronically. Student Services has been working with various departmentsincluding IT, Business Administration and ARO to complete this project. Final testing will begin August 10th Dr. Money willprovide more information to the Deans to share with faculty once testing is complete. If a faculty member does not certifytheir roster, the student will not receive financial aid. If faculty fail to certify their rosters, notification will be sent to theDeans, similar to the notification for grades not being submitted at the end of the semester. Since this is the first semesterto utilize this function, any problems shoukl be reported promptly.

CONCLUSIONS

This will have a huge impact on student financial aid, but the purpose is to prevent the college from having to pay back tothe federal government funds issued to students.


Have all faculty certify rosters Deans

Notify Barbara Money with any problems Deans

Send information on how to certify rosters to faculty Barbara Money

Send reminders to faculty for all terms. Barbara Money

MEETING DATES AND TIMES [PRESENTER]

DISCUSSION

Dr. Smith provided a handout of the proposed dates for the CAM meetings. Meetings will not be held in January, June orJuly If there is nothing to discuss, the meeting will be cancelled and members notified as far in advance as possible.

CONCLUSIONS

CAM meetings need to be scheduled a little later than the APT meetings to allow for Deans’ Meeting. By consensus,meetings will be held at CHEC because it is more centralized and has more parking availability.


CAM meetings will be at 3:00 pm at the CHEC Colleen Smith

OTHER ITEMS VARIOUS

DISCUSSION

COE Chair, Martha Tolleson, explained that she and Faculty Council Chair, Mike Cohick, were working on a proposal toindicate what types of faculty service and professional development should be listed in Board Reports for multi-yearcontracts. The reports should include those items that benefit the community or college as a whole, or that directlycontribute to improvement in teaching. More information will be provided on this at a later time.

Encourage faculty to do advising.

CONCLUSIONS


CAM meetings will be at 3:00 pm at the CHEC Colleen Smith

2012 - 2013

AA/SD-CAM COLLINAcademic Affairs/Student Development-Communication Advisory Meeting COLLEGE

AGENDACHEC 135

AUGUST 9, 20121:00 — 2:00 P.M.

1. Discussion on Purpose and Membership

2. SACS Liaison/THECB Liaison

3. Curriculum

4. Certifying Rosters

5. Meeting Dates and Times

Updated Au’ust 8, 2012

2012 - 2013

AA/SD-CAM COLL1NAcademic Affairs/Student Development-Communication Advisory Meeting COLLEGE

Purpose:While adhering to the Collin College Core Values, the Academic Affairs/Student Development - Communication AdvisoryMeeting will strive to strengthen the ability of the college to accomplish its learning mission through communication andcollaborative problem solving. The AA/SD-CAM will serve to provide information, streamline processes, develop tools andgenerate solutions that will assist faculty and staff in delivering the best possible learning experiences and services forstudents.

Membership:• District Deans

Academic Affairs/Developmental Education - Donald WeasenforthAcademic Affairs/Fine Arts - Gaye Cooksey

Academic Affairs/Health Sciences - Abe Johnson

Academic Affairs/Business & Computer Systems - Bill Blitt

• Campus Deans

Academic Affairs — CPC - Brenda Carter

Academic Affairs/STEM - PRC - Jon Hardesty

Academic Affairs/CHSBS — PRC - Michael McConachieAcademic Affairs / Math & Natural Sciences - SCC - Cameron NealAcademic Affairs / Social & Behavioral Sciences - SCC - Gary HodgeAcademic Affairs / Communications & Humanities - 5CC- Marianne LayerStudent Development - CPC - Doug Willis

Student Development - PRC - Stephanie Meinhardt

Student Development - SCC — Terrence Brennan

• Faculty Leadership

Faculty Council Chair - Mike Cohick

Council on Excellence Chair - Martha Tolleson

Curriculum Advisory Board Representative - TBD

• Dean, Enrollment and Academic Success Momentum - Alicia Huppe• Associate Vice President for Teaching and Learning - Dani Day

• Associate Vice President for Research and Institutional Effectiveness - Tom Martin• Associate Vice President, HR & Organizational Development - Norma Smith• Vice President of Student Development - Barbara Money

• Vice Presidents/Provosts

Central Park Campus - Sherry Schumann

Preston Ridge Campus - Brenda KihI

Spring Creek Campus - Mary McRae

• Senior Vice President of Academic Affairs & Student Development (Chair) - Colleen Smith• Executive Assistant to the Senior VP for AA/SD (Recorder) - Denise Schmidt

Updated August 7,2012

2012-2013Meeting Ca1endar

9J

Wednesday, 9/5 Thursday, 9/13 Monday, 9/17 Tuesday, 9/25

Tuesday, 10/2 Thursday, 10/11 Monday, 10/15 Tuesday, 10/23


Wednesday, 12/5 Thursday, 12/13 Wednesday, 12/12 Tuesday, 12/18

Wednesday 1/9 Monday, 1/14 Tuesday, 1/22





Wednesday, 6/12 Monday, 6/17 Tuesday, 6/25

Wednesday, 7/10 Monday, 7/15 Tuesday, 7/23


COLLINCOLLEGE

LeadershipVPPT CAM Team Board Meeting

SVP Meeting Calendar 2012_2013 CS/mb Aug 2012

Curriculum Management Process See page 5 for notification deadlines.

.z

Yes

>.

* Any curriculum change that requires a

prospectus should enter the process at

least one year before the first class is

taught in order to meet external

notification and approval deadlines.

Or nomination ifrequesting inclusion

in core curriculum

Approvalby Dean?

No

4’ Yes

Returned to initiator

AVP T&L requestsprospectus from

VPP forSACS/THECB/DOE i

necessary

Review byVP/P

‘7

VPP forwards toAvPofT&L

No

AVP T&L takes tocurriculum Office

Consultation withcurr Office for

compliance withSACS, THECB,college Policy

Is this ContinuingEducation?

N ot ify AVP

Yes

0

Course Program Approval Flow-(Revised 7/18/12) 1


0Curriculum Office:

• Notifies AVP ofT&L

• Notifies Dean fordigital signature

• Completes CABforms

CAB Chairnotifies Dean,AVP0fT&L, &Curr Office for

additionalinformation,

resu bmission,etc.

Tabled

Curriculum Office:• Places documents on I drive• Sets CAB presentation date• Notifies Assoc. Dean of DL

if online component (seeDL Flow Chart).

CAB Approval?No

CAB Chair

notifies Dean,

AVP of T&L &

Curriculum

Office

4,Yes

• .

Course Program Approval Flow-(Revsed 7/18/12) 2


.Coordinator of

Curriculum:• Posts

documents todrive

• Notifies CABChair

• Notifies AVPof T & L

• Notifies Dean

.

AVP ofT&Ltakesto VPPT for

Approval

1Yes

Trustee ApprovalCollin Board of

Needed?

Yes1i

AVPofT&Lnotifies Ex. Asst.

to DistrictPresident to

place on Boardagenda

o

No

-

AVPofT&Lnotifies CABChair, Dean,Curriculum

Office

No



AVP ofT&Lnotifies as

appropriate

Cuftum

Collin Board ofTrustee

Approves?

AVP ofT&Lnotifies as

appropriate

Yes

SACSCOC

:CB

1

4,

Statusnotificationto AVP of

AVP T & L notifies appropriate parties:• VPPT• Dean (implements)• Curriculum Office (updates catalog &

notifies PRO ,ARO and CAB Chair,Transfer U, Advising, DL)

• Ex. Asst. to District President



Notification Deadlines:

• Southern Association of Colleges and Schools Commission on Colleges (SACSCOC)-Notification deadlinesdepend on what is being changed/added/deleted. Longest timeframe requires prospectus to be received bySACSCOC 12 months prior to planned start date. Shortest timeframe requires notification to be received bySACSCOC prior to planned start date.

• Texas Higher Education Coordinating Board (THECB) — Notification depends on what is beingchanged/added/deleted. Longest timeframe is 3 months before the planned start date. Shortest timeframerequires notification to be received prior to the end of the semester in which the change is taking place.

• Department of Education (DOE) — Ninety (90) days prior to planned start.


COLL1N Student Development DivisionCOLLEGE Collin County Community College District

Certified Class Rosters

Effective Fall 2012, all class rosters will be certified. Faculty will certify

rosters by electronically marking students who have never attended by the

census date of each course.

At the end of the semester, faculty will provide the last date of attendance

for all students receiving a grade of “F.”

Additional information will be provided for deans to share with faculty after

testing has been completed for the new certified roster process.

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