Minutes of the
President’s Cabinet Meeting
September 24, 2018
Minutes of the August 27, 2018 were approved as
Name(s) highlighted in
yellow were absent.
Data as of 9/24/18
Consent Agenda Items:
Updates to the Professional Development
Sarah reported on updates to the Professional
Development Policy that had been approved as written by the College Governance Council
on September 11, 2018. The President’s Cabinet had previously reviewed the
updates (summer requests, reduce number of forms, etc.); therefore, Russell
made a motion with Mary seconding to approve the updates as presented.
President’s Cabinet unanimously approved the updates as presented.
(The updates are included at the end of these
Offender Registry Policy (DOVE)
Russell presented a sexual offender registry
policy for approval. (The policy is included at the end of these minutes.)
Russell discussed paragraph three of the
policy which states “Registered sex
offenders applying for admission to Central Virginia Community College shall email the Dean of Student
Success at TAT@centralvirginia.edu before initiating the admission process. The
request will be taken to the Threat Assessment Team to determine if the student will be allowed to enroll in classes.” Russell stated a policy was necessary so if a
student had enrolled and paid for classes here at CVCC and the Police
Department was later informed that he/she was listed on the sexual offender
registry, that student would be dropped from the classes, and if after the drop
date, would not receive a refund. He stated hopefully students will be honest
and upfront by contacting the Dean prior to enrolling. Russell reported members
of the TAT are the only ones on Campus to whom he can share police/parole
records. John questioned as to how many times does this occur here at CVCC, and
Russell stated five or six times a year.
Russell stated a link to the policy will be
shown on the enrollment screen which will ask “Are you a registered sex
offender?” Randall stated the policy cannot be linked to the application as
that is a VCCS document. Russell stated this policy will protect the student as
well as the College.
made a motion with Matt seconding to approve the policy as written.
President’s Cabinet unanimously approved the policy as written.
and Operation Budget FY 2018-2019 (BRYANT)
had presented the Maintenance and Operation Budget for FY 2018-2019 at the
August 27, 2018, Cabinet meeting for review and being he had not received any
change requests or questions, requested the Cabinet to approve the budget at
today’s meeting. Russell made a motion to approve with Sarah seconding the
budget as presented.
President’s Cabinet unanimously approved the budget as presented.
2019 Pay and
Holiday Calendar (Franklin)
presented the holiday calendar for 2019 for approval. Lewis made a motion to
approve the calendar with Sarah seconding.
President’s Cabinet unanimously approved the calendar as presented.
Campus Use of
Microsoft Outlook (OGDEN)
Kris distributed the CVCC’s Strategic Plan
and stated part of that is the ‘FY 2019 Student Success/Enrollment Management
Plan that was approved by the VCCS. Kris reported that to support student
success, four navigators are in the process of being hired and will be using
Navigate and Campus technology to guide students from enrollment to graduation.
Kris stated in order for this to work, everyone across Campus that is advising
students or scheduling appointments needs to be using Outlook to schedule
meetings. She stated the Outlook calendars will be syncing with Campus which is
the technology that will be used to document the interaction with the students.
Kris stated the Navigate Leadership Team is developing a timeline for a role
out for the usage requirements of these tools. She stated this is necessary to
meet CVCC’s standards as well as the VCCS’. Kris stated there will be training
about the basics of Outlook for those that need it. She stated using Outlook
will be a requirement for those syncing with Campus. Kris requested she hopes
this will be supported by the President’s Cabinet and especially the
Vice President of Finance and Administration
Lewis had nothing else to report.
Matt reported on the Faculty Association’s
being opposed to the VCCS’ Direct Placement Initiative (no longer providing
most of the developmental classes). He stated the Faculty feel that this will
not be beneficial to the students and will result in a decrease in student
success. John stated he will present this to the VCCS at the upcoming ACOP
Vice President of Information
David was absent.
Classified Staff Association
reported the Classified Staff Association upcoming meetings will have a focus on wellness and the food pantry.
discussed several planned initiatives:
· Mindful Movements for Stress and Relaxation
Lead by Mike Cundiff beginning on Oct. 1 from 12- 1 p.m.
· Leading with Influence “Brown Bag” Lunch
& Learn 12 -1 p.m., Tuesday, October 23, Merritt Hall (Rooms 5145-46)
Presenter: Christine Kennedy, Leadership & Life Purpose Coach.
· Friday, December 7th 5:30 – 8 p.m. Riverviews Artspace, Downtown CSA
Fall Social Event
Dean of Institutional Effectiveness
followed up from the previous Cabinet meeting with the discussion on Secret
Shoppers and stated an EAB webinar recently shared research gathered from
Secret Shoppers. Kris stated as a result of this, EAB offered someone to share
the research in the context of customer service training. She stated on October
23 from 2-4 p.m. an EAB meeting will be held for anyone that interacts with
students. Kris stated this is an excellent professional development opportunity
which will set the framework that will clearly convey CVCC’s expectations on
how to interact with students and whether there are barriers that prevent
students from having positive experiences. She stated this event will directly
deal with Secret Shoppers. For example, Kris stated if a Secret Shopper could
not get the course they needed that would result in a negative shopping
stated there needs to be a way to measure quantifiable data on how the College
is dealing with students.
Part-Time Staff Association
reported the Part-Time Staff Association had a great meeting with 10 in
attendance. She stated a discussion included that student life here on Campus
had become rather boring. Sarah stated the Part-Time staff would like to be part
of the solution. She stated she had emailed Muriel to see if any Coffee
Centrals had been planned for this semester. Sarah said while the Part-Time
staff did not have the money to fund this event, they would like to add
something like Tag-Team Trivia to get students involved. She stated another
idea was to include this into their fund raisers.
stated some staff heard a rumor that they were not going to be able to make up
hours missed. Randall stated the policy has not changed.
stated the Part-Time wage increase may
be a phased approach same as full-time staff. He stated it has been determined
that the grounds’ wage employees will be first to receive the pay increase as
this is where the need is the greatest. Randall stated there aren’t as many
role codes as once thought, so the complete project analysis should be
completed in 30-45 days. He stated the first group for increases was effective
on September 14 and would be on the October 17th paycheck. Randall
stated the next group is the Office Administrative Specialist IIs and will
continue with role codes. John stated that the College is committed to seeing
this to the finish.
reported he had heard from others that student life here on Campus is not as
vibrant as it should be and he stated he would like to talk with Sarah in more
detail on this.
Director of Human Resources
Randall had nothing else to report.
John distributed the VCCS Fall 2018
Point-in-Time Enrollments Compared with Fall 2017 data sheet that he received
this morning. He stated CVCC continues to do well with an overall -1.28% FTE
(Full-Time Student Enrollment) change. John stated Lewis based this year’s
budget on a 3% decline but CVCC will outpace this. He also stated CVCC outpaces
the VCCS average of -2.21%. John stated some colleges are doing well and
others, not so well. John referred to the second sheet of the handout that highlights
the declines/increases from the past three years 2015-16 to 2017-18 academic
years. He stated the VCCS is looking at four factors which include the regional
population of the colleges’ service area, FTE enrollment over a three-year
average, the average operating costs per FTE, and trends in high-demand
non-credit credentials. John stated these four factors determine the viability
of each colleges. He reported the CVCC has passing marks on all four factors.
John discussed CVCC’s 8.3% decline in
headcount and 5.7% decline in FTEs during the past three years and stated the
College is worse than the VCCS average (-8%)in headcount and slightly better in
John discussed the third sheet which included
the regional population, regional participation rate, and number of high school
graduates and stated CVCC has an unusually low participation rate (1.42). He
stated most of the other colleges are outpacing CVCC’s rate-some almost
doubling. He stated this needs further examination as with a participation rate
(credit only) that low, something needs to be done to attract more students to
CVCC. John asked if anyone had any insights as to what might be influencing
this. Sarah questioned if the types of programs CVCC offers could be affecting
enrollment. John stated he had talked at Convocation of the need to step up
CVCC’s offerings of Health Sciences and STEM programs. John stated CVCC has
several four-year colleges in its region that could play a part, and also how
CVCC is marketed in the community as well. He stated CVCC’s participation rate
is troubling as enrollment plays such an important role.
stated the VCCS has given approval to give recognition awards (aka bonuses)
this year. He stated in the past, a percentage of the annual salary was given but
that will not be the case this time and new criteria needs to be developed. He
stated it seems this time, there will be a fixed amount for full-time employees,
a fixed amount for part-time employees, and a fixed amount for adjunct faculty,
etc. John requested everyone to think on this and be prepared to discuss at the
next Cabinet meeting.
Russell had to leave the meeting early.
of Strategic Initiatives
Will was absent
Vice President of Academic
and Student Affairs
was absent. .
The meeting adjourned 2:20 p.m. The next President’s Staff meeting is
scheduled for October 8, 2018.
Professional Development Updates’
Date submitted: 9/7/2018
Name of committee
submitting form: Professional
Development Policy Committee
committee (name, email, and telephone number):
Brief description of recommendation or proposal:
Below are requested
updates to the Professional Development Policy, originally adopted in January
2017 and revised in September 2017.
Several revisions are requested based on experience with Year 1
implementation and ways to improve. The
following adjustments will also result in shortening the original document by
13 pages. Table of Contents has also
for Obtaining Funding (page 9):
a sentence about how to handle summer requests and recommends that the
Professional Development Coordinator, in consultation with the Professional
Development Policy Committee Chair (or designee), may make decisions as
necessary about PD requests. Since
faculty are not necessarily available to meet in the summer, we wanted to have
a process for collaboratively evaluating these requests.
2. Off-Campus Professional Development Conferences
and Events (pages 11-12, 32-37):
combines two categories of funding formerly known as “Off-Campus Professional
Development Conferences” and “Community College Network Conferences and
Activities” into a single funding category using a single application. The distinction was overly cumbersome for
the applicants to be sure they were using the right form, and by combining the
budgets of these two categories, we can encourage more participation in
state-level events. Form was updated to
require Chrome River pre-approval. Both
types of conferences already used the same rubric. Budget percentage will be 35%.
3. Nonconference Job Skills Training and
Professional Development Activities (pages12-13, 38-42):
combines two categories of funding formerly known as “Off-Campus Nonconference
Professional Development Activities” and “On-Campus Non-Credit Job Skills
Training and Continuing Education Activities” into a single funding category
using a single application. The
distinction was overly cumbersome for the applicants to be sure they were using
the right form. The committee didn’t
feel it was necessary to have separate funding streams for on and off-campus
events for individuals. Form was updated
to require Chrome River pre-approval as well.
Both types of training already used the same rubric. Budget percentage will be 10% (reduction of
1% taken from Nonconference Job Skills…).
Organization Memberships (page 13):
Increase budget percentage to 5% (from
4%), using 1% pulled from “Nonconference Job Skills”, which reflects campus
interest and increased need in this funding category.
Tuition Assistance (page 14-16):
Policy and procedures has been updated to
reflect the actual procedures that need to be used to ensure eligibility by HR
(per VCCS guidelines) and the process used for allocating funds among
applicants. Budget percentage remains
Development Sessions—Hosting Outside Speakers and Workshops on Campus (pages
Moved some training topic suggestions
here from the “On-Campus Non-Credit Job Skills Training and Continuing
Education” section which was combined with another category above. Budget remains 20%.
Proposed action plan for implementation:
After completing the
approval process, the new forms and the shortened document will be uploaded to
the website and made available to everyone for immediate use.
Section in online policy manual where this proposal (if
passed by the CGC) should reside:
On Professional Development section of
the CVCC website.
Are there any other offices/committees that should be
included in this decision?
Registered Sex Offender
Offender Registry Policy
public and private two- and four-year institutions of higher education physically located in the Commonwealth of
Virginia must comply with Section 23 .1-407 Code of Virginia related to the Sex
Offender and Crimes Against Minors Registry, requiring institutions of higher education to transmit certain
data to the Virginia State Police. This information is transmitted
electronically and compared against the Virginia Criminal Information Network and National Crime Information Center
Convicted Sexual Offender Registry.
the event that the State Police determine that an applicant to Central Virginia Community College is listed on
the Sex Offender Registry, the State Police will notify Central Virginia Community
College via the College Police.
The College will be notified as to the prospective student's name and the charge
for which the prospective student was convicted.
offenders applying for admission to Central Virginia Community College shall email the Dean of Student
Success at TAT@centralvirginia.edu
before initiating the admission process. The
request will be taken to the Threat Assessment Team to determine if the student will be allowed to enroll in classes.
Students may be denied admission if there
is reason to believe that they present
a danger to themselves, other
students, faculty members and/or staff.
The Dean of Student Success will notify the prospective student of the outcome within fourteen (14)
calendar days of the decision. The prospective student may appeal the initial
decision if denied admission to the college.
are registered sex offenders admitted to the college will have their name posted on the college's
web site as a convicted sex offender. This link is available for review
by staff, students and members of the general public who use the website.
the applicant registers
for classes before contacting the Dean of Student
Success and/or notification from the State
Police has occurred, the student
will be immediately informed that he/she is being dropped from classes and will
receive a refund.
· A prospective
student or student may invoke his/her right to an
Process for Denial of Admission or Withdrawal for Convicted Sex Offender
a convicted sex offender is denied admission
or is administratively dropped from classes, he/she may invoke the
following appeal process:
The prospective or withdrawn student will receive
a letter from the Vice President for Academic
and Student Affairs
stating his/her denial of admission or administrative drop from classes.
. .... )
or withdrawn student may write a letter of
appeal to the Vice President for Academic and Student Affairs
within seven (7) calendar days in which he/she
provides the following information:
1. Disclosure of the nature
of the offense for which he/she has been convicted; 2. Justification for
consideration of admission/readmission;
3. Statement acknowledging his/her understanding that his/her identity
and status as a convicted
sex offender will be publicized on the college campus in accordance with federal
and state law if he/she is admitted or reinstated.
The Threat Assessment Team (TAT) will review the information
submitted and make a
decision within fourteen (14) calendar days of receiving the letter of appeal. The Vice President
for Academic and Student Affairs will inform the prospective student or student by letter of the decision of the TAT. The decision of the TAT will be final.