SACS REACCREDITATION

STEERING COMMITTEE MEETING

 

October 4, 2001

 

Attendance:                Michael Hummel  (p)                            Mary Hall  (p)

                                    Keith Blundell     (p)                              Mark Henry  (p)

                                    Peggy Brockenbush (p)                        Jerry Scheerer  (p)

                                    Jackie Cole  (p)                                    Joe Sekul  (p)

                                    Marty Domke   (p)                               Fred Spaulding  (p)

                                    Larry Garrett  (p)                                  Marjorie Stewart  (p)

                                    Gary Hall (p)                                        Mark Zafereo  (a)

                                                           

Call To Order: Hummel called the meeting to order at 1:30 p.m.

 

Minutes: No corrections were made to the Minutes of September 6, 2001.

 

Update on Resources:  Scheerer reported that a few more items were now accessible via the web, such as the last 4 fiscal years of Victoria College’s Operating Budgets.  The last 2 years of the Auditor’s Report are available in the Self-Study Library. Profiles Fact Book is available in Media Services as well as a copy will be sent to each Committee member very soon.

 

Hummel reported that the Alvin Self-Study Report is available in the SACS Resource Room.   Alvin reportedly received only one recommendation.

 

Scheerer explained his time constraints concerning the survey.  His present obligations do not allow for him to complete the survey this Fall without talking to Dr. Goodson and getting relief from some of his other priorities and responsibilities.  He asked if the subcommittees could wait until February or March of 2002 for the information that they would be receiving from the faculty and student surveys.  Hummel stated that the goal was to have all questions submitted by the end of this month so that we could begin working on the questionnaire.  A question was asked on the types of questions that would be needed for the survey, and Scheerer instructed that they needed to be traditional yes/no or satisfaction-rating questions.  He suggested that open-ended questions be used for interviews but not on a survey.  Discussion followed concerning the time factor for the survey and its priority with the subcommittees.  Hummel went over the calendar and emphasized the need to move forward.  The consensus was to follow the published calendar dates as closely as possible.   Hummel volunteered to talk with Dr. Goodson and discuss possible options.  Hummel commended Scheerer for all his time and hard work this summer setting up the web page and listing resources.

 

Section I:  Sekul reported that he had one completed report and that he had laid out a very gradual approach for his subcommittees, but they preferred to move ahead very quickly.  He was satisfied that things are moving along very nicely; a detailed outline is due in the next week or so and a rough draft due shortly thereafter.  No questionnaire will be needed for his committee.  Caroline Garrett will interview Keith Blundell. Hummel stressed the importance of using the Interview Form for documentation purposes.  He also asked that, as soon as possible, any chairs who wanted to have Susan Windwehen assist them in researching Trustee minutes should submit to her a list of the issues and the dates or estimated dates of Board action.   Scheerer stated that the last several years of minutes are now on-line.

 

Section II:  Brockenbush reported that her subcommittees are working, writing, and finding “lots of” documentation.  Her committee may have some very broad based questions for the survey.  The only problem that she is incurring is the overlapping of must statements, both within her section and with everyone else’s areas.  She has been looking at the Planning and Assessment Minutes as far back as 1994.  Those documents are available in her office.  Her committee is meeting October 5th and will go over areas where they are overlapping.  All are writing and ready to merge information.   The last must statement in Section II is all-inclusive and will have to wait until the end to be completed.  Except for that, a completed draft is due by December 4, 2001.  Hummel emphasized that the Principal Committees should coordinate their interviews with Board members through Brockenbush.

 

Section III:  Domke reported that Mary Smith resigned as chair of the subcommittee for Administrative and Support Services for Institutional Effectiveness.  Domke met with that committee yesterday and made the assignments; they will have a rough draft by October 29th, Domke will now chair that committee.  LeAnn Wagner is the Chair of Educational Programs Subcommittee which will meet on October 5th.  They will identify the resources they might need and assign the must statements. The rough draft is due on October 29th. Domke stated that the Planning and Assessment Committee and the Institutional Effectiveness reports are incredibly helpful assistance in addressing the must statements.  The issue is not so much if there is a plan but, rather, if the plan is being followed.  Domke commended Scheerer on the way he organized the book to follow the must statements.

 

Section IV.1; IV.2.2-2.5; IV.6:  Cole reported that the subcommittee on Completion Requirements/Curriculum/Academic Advising and is moving right along. Martha Watts with Academic Advising will have a report within another week.  This is a small committee and she will probably not meet with them as a whole again but will work with individuals.  The second subcommittee, Instruction/Continuing Education, Outreach and Service Programs, is divided into teams   All but two of the teams have met and have established a plan of action.  Cole said Tara McCamey resigned and was replaced by Maureen Brown.  Subcommittee II is going to meet as a group on October 18.  They will be looking at scannable survey questions to submit.

 

Section IV.2.1; IV.4; IV.7; IV.8; IV.9:  Stewart reported that she was very pleased with the enthusiasm of her groups.  One of the leaders was prepared to hand out assignments, but before she could do that everyone had volunteered.  She met with a group of faculty that is in charge of the Instructional part of Faculty Concerns.  She stated that everyone was so deep into it they were having philosophical discussions.  She does not want to lose this momentum.  Data gathering is the next step and she has pointed out to committee members all the things that are available on the web site.  They are at the point of gathering questions for interviews and for questionnaires.  For the interview questions they will get together by October 12th.  She is not recommending writing rough drafts at this point unless a must statement can be conveniently closed.  The feedback on potential recommendations at this point is centered around the descriptions of our processes and procedures not matching practice.  Hummel asked everyone to look at the Employee Handbook and identify items that are not being consistent with what is being done.  The new Employee Handbook will be on the web soon.

 

Section IV.5: Spaulding distributed a handout of the folder structure on Mocassin which was broken down by subcommittees.  He assigned each person a section of the must statements and is converting all statements into questions.  Two problems have risen from this.   First, some subcommittee members did not make a distinction on the research forms between on-line and ITV.  The second problem was that verbal interviews were not being documented.  He had to instruct his subcommittees to go back and use the appropriate form.  He discussed the research form and how he is using web links for documentation onto one form.  October 16th is the deadline to update and make revisions and include any new information.  Hummel stated that the rapid development of Distance Education has increased SACS’ concerns about it and he emphasized that the committee’s assignment overlaps many other criteria.    He asked the Editors to give guidance to the committees on how to address these overlapping issues.

 

Section V.1:  Blundell stated that his groups have met twice and are using e-mail for progress reports.   One person is ready to begin writing.    The next meeting is scheduled for next week when they will turn in questions for the survey.  Blundell and Spaulding discussed who would be handling overlapping must statements. Spaulding stated his assignment deals only  with the Distance Education. Hummel suggested they get together and discuss this.

 

Section V.2; V.3; V.4:  Garret reported that his groups were making good progress. Two sections have begun writing a rough draft. His groups have been doing a fair number of interviews. The problems on compliance with the must statements have to do with procedures and policies and the fact that there is very little in official written form.

Garrett stated that in Section 5.4, the College seems to be doing all the things that it is supposed to do;  the only problem is the dual role of the high school and college student.  How do we prove that we are providing services for all our students and making sure the off-campus students have access to all the financial aid and orientation information that on-campus students have. Discussion followed concerning the web-site and students’ access to it. Garrett anticipated that his committee will suggest that faculty be required to include basic orientation references in their syllabi. 

 

Section VI:  Henry reported that he has heard from all his section leaders except Keith Kirkpatrick and he knows that he is working on it. The committee headed by Marylynn Fletcher on Externally Funded Grants has meeting set up for October 11th.  David White with Organization and Administration is doing well and has begun writing his report. The Financial Resources Subcommittee has a lot to do and will need to reference the College’s most recent financial statements when they come out. The Physical Resources Subcommittee has a lot of questions that will need to be asked in the survey. Henry would like to put Physical Resource questions in the Focus group for the students as well.

Dee Wheeler with Related Corporate Entities is almost finished writing her report. Henry told the subcommittee that a rough draft should be turned in by the end of November.   He is planning on doing the survey in the spring. Discussion followed on focus groups and questionnaires.

 

Self-Study Manual: Hummel stated that the manual needs to be sent to Donna Wilkinson as soon as possible. He asked if they had had enough time to review the manual and if they were ready to approve parts of it. Each section needs to be factually accurate, grammatically correct, and must include all necessary information, and exclude extraneous information. The consensus was they are ready. 

 

The Introduction was reviewed and corrections on grammar were stated. The wording of paragraph two was changed to read: “A seven-member board of trustees, elected from single-member and super districts, governs Victoria College. The institution’s tax base is Victoria County Junior College District. Victoria College’s service area encompasses seven counties.” A motion to accept the Introduction with the above stated changes was approved. (Brockenbush/Garrett)

 

The Calendar was approved with the following changes: survey results are to be compiled in January, and the meeting scheduled for January 3rd was changed to January 8th.

(G. Hall/Garrett)

 

The Responsibilities of the Steering Committee section was approved with minor editorial changes.  (Domke/Sekul)

 

The General Responsibilities of the Principal Committees and Subcommittees section was approved.  (Blundell/Brockenbush)

 

The Specific Responsibilities of The Principal Committees and Subcommittees section was approved.  (Blundell/Stewart)

 

The Data Flow and Analysis section was approved with a minor editorial change. (Domke/Henry)

 

The Institutional Resources section was incomplete and was postponed until the next meeting.

 

The Duties/Responsibilities of the Editorial Committee section was approved with several editorial changes.  (Brockenbush/Domke)

 

The Editorial Manual: Format, Style And Organization Of The Self-Study Report section was incomplete and statements 6, 7, 10, and 11 needed revision.   Hummel stated that he would send out the revised version as soon as it is complete.

 

The Estimated Budget For The Self-Study section was approved with two editorial changes.   (Henry/M. Hall)

 

Other Business:  A retreat for the beginning of the Spring semester was discussed with the consensus that it was not necessary

 

Hummel discussed the responsibilities of the self-study secretary. He stated that she works 19 hours a week and is available in the afternoons Monday through Friday. He also stated that she is not responsible for research or proofreading.

 

Hummel asked if anyone needed a copy of the Criteria for their sections with the following people responding: Brockenbush 2, G. Hall 1, Spaulding 1.  Hummel said he would order the additional copies. 

 

Hummel emphasized the importance of objectivity; committees should feel no hesitation in listing weaknesses or strengths.

 

Adjournment: Meeting adjourned at 3:55 p.m.