Meeting Notes September 4, 2014 - Student Success and Support Programs Committee

In attendance: Debbie Trigg, Deborah Griffin, Ann Burdett, Jennifer Harper, Mark Lieu, Kathleen Schoenecker, Wayne Takakuwa, Nan Zhou, Jeff Roberts, Laurel Duchowny, Shyam Sundar, Michelle Dimmett, Ron Travenick and Susan Gutkind.

Student Success PlanTimeline Update (Susan)

  • Drafts have been presented to College Council and Senate
  • Once approved, draft will go to the Board
  • Final/Approved plans are due to the Chancellor's Office by 10/17/14
  • Budget is still a draft as final allotment has not been issued by state
  • Additionally, Ohlone has been given an allotment of $327,000 for Equity

Orientation Update (Michelle Dimmett)

  • 2000 students were oriented between Freshman Days (May) and mid-August
  • Registration blocks were removed the week before school began, so new students who registered for Fall (without attending an orientation) will be emailed about attending an orientation in October
  • Students who fail to attend an orientation will not be given a registration priority date for Spring 2015
  • Orientations for our Spring 2015 students will begin on December 8th, 2014
  • Students registering for our late-start classes (after our October orientations) will be given the option of attending an online orientation
  • PD classes MAY count as an orientation waiver (decision pending)

GIDD Summary (Wayne and Jen)

  • Feedback about GIDD was positive
  • During the department breakout sessions many departments inquired about getting more data, research and access to reports
  • Several departments also asked about embedded tutoring, counseling and increased use of PD classes/learning communities
  • The committee will discuss whether or not to coordinate a follow up event at a future meeting

Ideas for the 2014-2015 SSSP Committee (Susan)

  • Early Alert Programs
  • Coordinating with the Equity Committee on implementation of programs
  • Research on mandating PD courses
  • Better communication to students, community and faculty about programs and services (including adjunct faculty)
  • Continued coordination of the 2014-2015 SSSP Plan
  • Analysis of learning communities
  • Reviewing the "Redefining Student Success" document and best practices
  • Evaluation of programs directed at specific populations (i.e immigrants) and related issues (i.e. housing)

Future Meeting Schedule

Room 7340, 10-11:30am

  • 9/18 GIDD Spring 2015, Services to the new portable village
  • 10/2
  • 10/16
  • 11/6
  • 11/20
  • 12/4

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
  • 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


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.

  • 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.

  • Susan Gutkind
  • John Mullen/Laura?

Ongoing Budget

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

  • Susan Gutkind
  • 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 programs and follow up
  • Follow up on: matriculation exemptions, WebAdvisor error messages, orientation blocks
  • Division wide discussion on new matriculation processes within individual programs (i.e. Health Sciences)
  • Confidentiality DSPS vs. EOPS vs. General = duplication of services
  • XAP application updates/focusing on new educational goals
  • Technical Priorities list