Meeting Notes October 16, 2014 - Student Success and Support Programs Committee

In attendance: Jennifer Harper, Wayne Takakuwa, Shyam Sundar, Susan Gutkind, Debbie Trigg, Deborah Griffin, Kathleen Schoenecker and Mark Lieu.

October Conference Discussion - (Jen)

  • Kathleen attended most data/research workshops and has examples of ways to illustrate success/equity data
  • Deborah attended Skyline and Chabot’s workshops focusing on success and issues beyond the classroom
  • Susan and Mark are working on ways to integrate Basic Skills, 3SP, Equity, ESL/ELI and other programs
  • Shyam suggests videoing/captioning lectures as a way to improve student success
  • Susan is working with administration to find a way to formally pass on ideas such as these to the appropriate bodies on campus

BOG - (Jen & Deborah)

  • Discussion on current policy-draft for handling and notifying students of loss of BOG and appeals for losing BO
  • More discussion is needed with admissions/Laura before we can move forward on this issue
  • Students having an academic standing other than clear need to be notified in Spring 2015 of possible loss of BOG via the academic standing email notifications

Budget - (Susan)

  • Ohlone is currently meeting 2 to 1 match for SSSP funding
  • SSSP Plan includes .5 for a researcher (to be combined with a .5 researcher under equity)
  • This also includes 2 full time counseling positions (Susan is researching tenure vs. temporary positions)
  • A good portion of new money is going into technology areas to help us finish projects and make things easier for students moving forward

Future Meeting Schedule

Room 7340, 10-11:30am.

  • 11/20
  • 12/4

Ongoing Projects

MIS/SARS

General counseling began using the new codes on 3/11/14. Kathleen will look into the online counselor “platform” within SARS and report back at a later date. EOPS/DSPS are working with Kathleen to update their codes as well.

  • Jen
  • Wayne
  • Ann
  • Debbie
  • Nan
  • Kathleen
  • Susan

Academic Standing

Kathleen has rewritten the registration priorities program rule to identify 2nd semester probation/subject to dismissal/dismissal students to ensure their registration priority is removed for next term. There have also been errors found in the academic standing program. Lenore will follow up with the dean and Kathleen to ensure the programming issues are addressed.

  • Lenore Landavazo
  • Jen
  • Kathleen
  • Susan

Financial Aid

The college needs to identify students at risk of losing their BOGW fee waivers to make sure we are notifying them and offering them the appropriate services beginning with Spring 2015. Deborah has created a process draft to begin to address this issue. Jen, Wayne and Lenore met in May 2014 to discuss this draft and have given notes to the dean for further evaluation.

  • Deborah
  • Ron
  • Kathleen
  • Susan
  • Lenore/Jen

WebAdvisor/Student Profile

IT met with Jen & Wayne back in Spring 2013 to draft a new proposal for the Student Profile interface which would help clean up “declared program”, “major” and academic standing information. This project is on the IT prioritization list. We are waiting for IT to re-prioritize this project.

  • Susan
  • Jen
  • Kathleen

Student Equity

College Council will serve as the Equity Committee. The SSSP Committee will coordinate implementation of programs as needed.

  • Debbie Trigg
  • Mark Lieu
  • Jeff Roberts
  • Susan Gutkind

Student Planner

The counseling department has adopted Ellucian’s Student Planner as our initial student system. The department will re-evaluate their options once MAP and other state-wide systems are available in 3-4 years. This system will require an evaluation of our degree audit system, articulation and testing. Ellucian will be on campus mid-September to demo this.

  • Wayne
  • Susan Gutkind
  • Susan Myers
  • Mzao Waters
  • Kathleen
  • Kimberly Robbie

ESEPs & SEP Workshops

The counseling department is developing policies and procedures for ensuring all students with 15 or more units are offered the opportunity to complete education plans. The department has created cSEP workshops and are piloting them to student athletes for Fall 2014.

  • Yvonka Headley
  • Tony Le

Orientation

A new type of orientation was piloted for Spring 2014. There is also a new online orientation available to students. We are looking at implementing late-start PD classes to help accommodate students who miss orientation and enroll before going through the process. The committee will also look at offering .5 unit PD courses and/or positive attendance options for students completing matriculation. We also need to look further at the best way to provide iSEPs to new students.

  • Jesse MacEwan
  • Lenore Landavazo
  • Jen
  • Kathleen
  • Linh Nguyen
  • Stephanie Ramos

SSSP Plan (due October 17, 2014)

The plan was approved by the SSSP committee on May 1, 2014. It was also presented to Faculty Senate and College Council. If approved, the plan will go to the Board in October 2014.

  • Ron
  • Susan

College-wide communications

The SSSP committee successfully coordinated Get It Done Day for Fall 2014 Flex. Discussion will continue on follow up efforts aimed at getting campus-wide coordination on college success related issues and programs.

  • Ron
  • Susan

Counseling Position Proposal

The counseling department will pull data (i.e. how many students we currently see for SEPs, etc. and compare it to those we are now mandated to see) and push forward with position proposals for more professional counselors (part time and/or full time). This may include a counselor to caseload basic skills work, financial aid and, perhaps, someone to run an early alert/intervention program. Due October 3, 2014.

  • Susan Myers
  • Susan Gutkind
  • Wayne
  • Jen

WebAdvisor Error Message Updates

The current error message list is being used to revise the communications we give to students. Jen will go through draft and prioritize any messages of high importance.

  • Susan Gutkind
  • Jen

Completed Projects

MIS/SARS

General Counseling began using the new SARS codes on 3/11/14

Future/Ongoing Topics for Committee

  • Student Equity programs and follow up
  • Follow up on: matriculation exemptions, WebAdvisor error messages, orientation blocks
  • Confidentiality DSPS vs. EOPS vs. General = duplication of services
  • XAP application updates/focusing on new educational goals