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Compliance Committee Meeting

Minutes November 12, 2014

The meeting was called to order by Debbie Harris at 1pm

Members in Attendance:

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

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

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

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

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

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

 

Members not in Attendance:

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

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

Nancy Mitchell………………………………Counseling

 

 

·         D. Harris read the minutes of the October meeting. There were no corrections; the minutes were adopted.

·         Regarding a preview of available FERPA trainings (D. Harris) :

o   Innovative Educators

§  PowerPoint presentations of three trainings were available at the meeting

§  Will provide a discount if three trainings are purchased

§  Contact person: kristen@IEinfo.org

o   Academic Impressions

·         Does not provide a preview but will gladly answer any questions

·         Referral made to contact person : bridget@academicimpressions.com ( no subsequent email contact has been received)

§  R. Dove questioned if the training would be intended for students and faculty/staff? The reply was that it would be for faculty and staff

§  K. Ogden inquired as to why there was a concern about FERPA

 

·         S. Cochrane provided background as to why we perceived that a training was needed.

o   K. Ogden : high school teachers are handled differently ; FERPA concerns need to be addressed by their school system, not CVCC

o   S. Cochrane: At the DE meeting (November 6) we discussed if it necessary to collect a FERPA from each DE student: the resounding answer from the DE Coordinators attending was that they did not require DE students to submit a FERPA. Under current FERPA rules, if the college sends a student’s transcript to the high school, the high school can share that transcript with a DE parent (without a FERPA on file). However, the DE parent cannot come to the college and ask to see transcript information unless a FERPA IS on file.

o   S. Cochrane: We need a document that says how FERPA affects Dual Enrollment. I will ask Lori Dwyer to send legal forms from VCCS

o   K. Ogden: How these forms are interpreted may need to be addressed, perhaps by putting it on the convocation agenda. ( we would need to contact Will Sandidge for placement)

 

·         K. Kidd presented copies of the old and new CVCC FERPA forms.

§  There was much discussion about the additional information required on the new forms

§  Downloadable original forms are currently on the website

§  New forms will be on website ( K. Kidd will speak to Kimberly French)

·         R. Dove: : There should be mandatory training for faculty and staff regarding Child Abuse

o   S. Cochrane : Haven Training is available for high school students. They may be able to opt out of it. VCCS is exploring, through legal, if all DE students will have to participate in HAVEN training.

o   R. Dove will ask Loretta Marshall (Human Resources) if such a training is available to add to Knowledge Center.

 

D. Harris noted that this is the last scheduled meeting for the year.

No meeting date was set for next year.

The meeting was adjourned at 1:45 pm


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