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Compliance Committee Meeting

Minutes October 8, 2014

 

The meeting was called to order by Nancy Mitchell at 1 p.m.

Members in Attendance:

Nancy Mitchell …………………………….. Counseling (Co-chair)

Debbie Harris    ……………………………..Medical Lab Technology Instructor (Co-chair)

Suzanne Cochrane…………………………..Dual Enrollment, Faculty

Linda Daye…………………………………..Human Resources

Kathy Kidd…………………………………..Admission and Records

 

Members not in Attendance:

 

Melissa Dean…………………………………Student Representative

Jason Ferguson………………………………Program coordinator, BAH

Kristin Ogden………………………………  Institutional Effectiveness

Russell Dove…………………………………Chief of Campus Police

 

 

The meeting was called to order by Nancy Mitchell

 

·         D. Harris read the minutes of the September 10 meeting. There were no corrections, so the minutes were adopted.

·         D. Harris provided copies of information regarding seven FERPA webinar products from the following vendors: Academic Impressions, Innovative Educators and National Society of College and University Attorneys.

o   S. Cochrane suggested that we utilize a CD Rom product versus a live webcast.

o   N. Mitchell asked if a preview of the product might be arranged.

§  D. Harris agreed to check into preview options

o   D. Harris asked if Knowledge Center had any FERPA options

§  L. Daye replied that her department could not find one, but we might be able to build our own.

§  N. Mitchell asked if we had any volunteers with the time to “build our own” FERPA training. There were no volunteers.

·         N. Mitchell: Jennifer Almond will get back to her regarding how other VCCS colleges handles the problem of dual enrollment teachers’ compliance with FERPA laws.

·         There was another discussion regarding how to best handle training with college instructors with Dual Enrollment students, on campus and at the thigh schools

o   FERPA presentation needs to be consistent for all instructors, faculty and staff

o   S. Cochrane –  FERPA forms should be mandatory for high school teachers

 

o   N. Mitchell- FERPA needs to be mandatory across the board- is this what you would like me to change to” Discuss with Will Sandidge how to best implement FERPA Training in all teaching modes at the college level from administration down.”   Yes

 

 

o   S. Cochrane- In working with high schools, FERPA plan should be stressed from top- down.

o   S. Cochrane: will be attending a Dual Enrollment meeting in Richmond November 6, and will ask how the problems with FERPA compliance are handled in other systems

o   K. Kidd: Noted that the FERPA form has changed. She will provide a copy and highlight changes

o   N. Mitchell commented that the form should be visible, and asked how we might make it more accessible.

o   L. Daye remarked that we could get Will (Perez) to provide access via CVCC Homepage.

o   N. Mitchell asked L.Daye if she would look into that.

o   L.Daye questioned if (CVCC) counselors addressed FERPA when they visited high schools. Since FERPA is the issue, she suggested that the FERPA requirement be met prior to students taking the (dual enrollment) test.

o   S. Cochrane expressed concern again that the order needs to come from the top before it can be enforced; even the testing of high school students is not taken seriously.

o   N. Mitchell agreed, saying that many students (having not taken the test seriously) have to retake the test; the test is only allowed to be taken two times within a three year period.

o   S. Cochrane noted that it is difficult to reach high school counseling, citing problems with turnover at the beginning of school and other issues.

o   N. Mitchell remarked that Will (Sandidge) is very receptive to of FERPA training

o   Recap:

§  D. Harris will find out if a preview of webinar products is available

§  L.Daye and K. Kidd will check on methods of making information about FERPA more accessible on the Homepage.

§  S. Cochrane will inquire about FERPA compliance issues in other schools

 

o   The next meeting is scheduled for November 12, 2014 @1pm in room 2203

 

 

 


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