Meeting Notes April 3, 2014 - Student Success and Support Programs Committee

In attendance: Debbie Trigg, Ann Burdett, Jennifer Harper, Laura Weaver, Kathleen Schoenecker, Wayne Takakuwa and Ron Travenick.

Budget Update (Ron)

  • Ron brought the budget to the executive team for approval on 4/1/14
  • Ohlone will have our SSSP money spent by the end of fiscal year, but all CC's have been granted approval to spend 2013-2014 allocation into December 2014

RP Conference (Jen)

  • Mark suggested we put a team together to attend the RP Student Success Conference scheduled for October 8-9, 2014
  • We will invite Rachel Sherman, Leta Stagnaro, Jeff Roberts, Kathleen and some Basic Skills personnel to attend
  • Anyone on the committee who wishes to go should notify Jen or Wayne
  • Wayne will also invite instructional faculty from other disciplines when he sends out the SSSP plan to Faculty Senate

Registration Priorities (Jen)

  • Kathleen has re-written our program to clearly identify student groups based on the "Tiers" identified in AP 5055
  • With the exception of Foster Youth, students who have completed more than 100 degree applicable units and/or who are on probation (any form) for 2 or more semesters will lose their registration priority and won't be allowed to register until the "new and former students" or Tier 4 category.
  • The committee discussed the new SEP workshops the counseling department will provide in Fall 2014 and the idea of giving students with comprehensive SEPs a registration bump to the top of Tier 2
  • Kathleen, Ron and Wayne will work on this process
  • Kathleen brought up the issue of "Transfer to CSU OR UC" as a program that students can choose, but which falls into the "undeclared" major category with MIS. Further follow up with Kimberly Robbie is needed here.
  • Jen & Wayne suggest prioritizing the WebAdvisor Student Profile project to help clarify students intended major and educational goals
  • Kathleen will provide EOPS & DSPS with lists of students in their programs who are at risk for losing priority to discuss any necessary appeals/exemptions
  • Laura and Kathleen will touch-base with John and discuss sending out the loss of priority registration notification/warning message to students who have reached 75% of their 100 degree applicable units and/or who are on probation

SSSP Plan Draft - (Wayne)

  • Wayne and Ron presented to Faculty Senate 4/2/14 and will return in September for a vote
  • Wayne will present to College Council in May and hopes to have an approval in early fall
  • Wayne is working on getting 5 or 6 Peer Mentors to read and give feedback on the plan
  • Wayne will revise the overall plan timeline and post it on the committee website

Future Meeting Schedule - Room 7340, 10-1130am

  • April 17, 2014 - Final draft of SSSP plan and approval of registration priorities
  • May 1, 2014
  • May 15, 2014

Ongoing Projects


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 Schoenecker
  • 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 this program that Kathleen/IT have been made aware of. Kathleen will look at creating a new program for Academic Standing as early as May 2014

  • Lenore Landavazo
  • Jen
  • Kathleen
  • Barbara

Financial Aid

We need to identify students at risk of losing their BOGW fee waivers to make sure we are notifying them and offering them the appropriate services.

  • Deborah
  • Ron
  • Kathleen
  • 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.

  • Wayne
  • Jen
  • Kathleen

Student Equity

Committee will be forming under College Council and direction from Ron

  • Debbie Trigg
  • Mark Lieu
  • Kathleen

Student Planner

We are moving forward with adopting Ellucian's student planner as our initial student system. We plan to re-evaluate our 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

  • Wayne
  • Heather
  • Mzao
  • Kathleen

ESEPs & SEP Workshops

The counseling department needs to develop policies and procedures for ensuring all students with 15 or more units are offered the opportunity to complete education plans. A preliminary proposal to begin these workshops in Fall 2014 has been put into our SSSP plan and will continue to be discussed.

  • Jen
  • Mandy
  • Diane


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
  • Lenore
  • Wayne
  • Kathleen S. (IT)
  • Linh
  • Jared
  • Frances

SSSP Plan (due October 17, 2014)

The plan was presented to Faculty Senate on 4/2/14. The draft will be presented to College Council in May 2014. A draft was reviewed by the SS Committee on 3/13/14. The committee will approve the final draft at the April 17th meeting. The plan needs to be approved by the Board by September 2014.

  • Mark Lieu
  • Wayne

College-wide communications

Part of the new legislature requires us to help the entire campus community look at student success issues and how we can all play a role in their success. The committee is putting together a plan to start disseminating this information across the campus. This includes presentations to college counsel, faculty senate and future staff development training. Presentations were made to college counsel and faculty senate in Fall 2013. Ron and Wayne will develop a staff development workshop for April 2014. We are also working on a college-wide staff development "day" in the fall where all faculty will focus on equity & student success within their program/course evaluation work.

  • Ron
  • Wayne

Counseling Position Proposal

We'd like to pull our 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 counseling monies (part time and/or full time). Can include a counselor to caseload Basic Skills work, Financial Aid and, perhaps, someone to run an early alert/intervention program. Jen and Wayne will meet with Leta to discuss the current prioritization process on April 3rd.

  • Susan Myers?
  • Wayne
  • Jen

WebAdvisor Error Message Updates

Using the current error message list to try and improve the communications we give out to students

  • Frances
  • John Mullen/Laura?

Ongoing - Budget

A preliminary budget has been approved and continues to be revised as the state directs other money our way.

  • Wayne
  • Ron

Completed Projects


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

Future/Ongoing Topics for Committee

  • Training on BOG Fee Waiver changes
  • Student Equity (moving to a new committee under College Council)
  • Follow up on: matriculation exemptions, WebAdvisor error messages, orientation blocks
  • MIS/SARS data: what do we need to capture; how to reflect this in SARS
  • ESEP
  • Student Service divisions discussion on new matriculation processes within individual programs (i.e. requiring SEP for registration priority)
  • Confidentiality DSPS vs. EOPS vs. General = duplication of services
  • XAP application updates/focusing on new educational goals
  • Technical Priorities list