Administrators, Supervisors, and Professionals Council (ASP)- Northwest Florida State College

Meeting Minutes-8/18/11

The meeting was called to order at 2:30 by Dr. Sasha Jarrell. Dr. Handy was not able to attend.

Members Present: Pat Bennett, Sylvia Bryan, Terry Comeau, Julie Cotton, Penny Cox, Diane Hodgins, Wanjiku Jackson, Sam Jones, Gregg Laird, Sean Lynch, Nancy Ordonia, Doug Picklap, Carla Reinlie, John Richard, Ramsey Ross, Bev Sandlin, Gwen Street, Greg Tulenko, Laurie Von Kaenel, Ron Walls, Pam Walters, Aimee Watts, and Jayne Young

Joint Meeting The first part of the meeting was a joint meeting with the Faculty Assembly in order to hear Dr. Jarrell’s remarks. Dr. Jarrell opened the meeting for questions: Bev Holmes said that due to recent changes in legislation, the high schools are asking us to offer more and more classes in high schools. How does this affect our enrollment figures and how much do we have to offer in high schools? Dr. Jarrell responded that due to the new legislation, high schools are required to offer higher level class opportunities in each of the 4 disciplines to high school students before they graduate. AP, IB and Dual Enrollment are accepted ways to do this. These classes can also be online. We are not getting paid for any of the classes on high school campuses. Several schools do not offer AP and IB, so need the dual enrollment. We have to be careful not to offer too many classes that might take away from our campus enrollment. Right now we offer six classes in high schools that needed the help.

Janice Henderson asked if online instruction is required? Dr. Jarrell’s response was that the students must take at least one online course in high school.

Sylvia Bryan asked about what other colleges were experiencing in their enrollment for fall. Dr. Jarrell responded that Gulf Coast State College is down 5% and others in the state seem to be flat or up a small amount. Some colleges haven’t responded to questions about their enrollment.

Ginger Maddox asked if it was know which area is down and if we could tell if it was a retention issue or new student issue. At this time certificates are up, baccalaureates are up 10% and AA is down by 12%. Lisa Struck spoke about the retention committee that has been working over the past couple of years. If a student withdraws from any class on Raidernet, they now see a question with a drop down menu to describe the reason for withdrawal.

Jack Gil asked that with the decision to increase class sizes, did administration take into account the discipline. He is concerned about the volume of essays and writing assignments English professors have to grade. Comp. 1 and 2 classes were increased from 22 to 24. Dr. Jarrell plans to have meetings where the departments can discuss the appropriate sizes for college classes in all disciplines. Reasonable class sizes can be discussed. At this time we are running out of classrooms for use in the daytime. The budget impact of increasing classes by 1 or 2 students is positive. Dr. Jarrell stated that she wants to be fair, but with the tight budget it had to be done.

Ginger Maddox asked if the excessive absence form can be automated. It will be addressed. It is important that all faculty be informed that they must send in excessive absence forms even after the last day to withdraw. The college is responsible for returning financial aid for students who are not withdrawn, no matter what time of the semester.

Dr. Jarrell completed her remarks and questions.

ASP Council moved to LRC 131 to conduct the business meeting

The minutes of the July 21st meeting were approved as read.

Pat Bennett led the discussion and review of the summer schedule survey. Thirty-five of the sixty-one members of ASP Council responded. The results will be given to Dr. Handy. All councils conducted a survey for him.

Sylvia Bryan expressed concern that we had numerous changes in summer hours that were on posters. In some cases we had different hours for registration hours and the hours we were open. The different hours at different campuses and offices was also confusing.

Julie Cotton stated that the college has a Survey Monkey account and anyone can develop a survey. Other departments have used it to make surveys for their individual needs.

Around the Room

Julie Cotton announced that the Leadership Institute will have open enrollment classes for business and professionals in the area beginning with fall semester. Small businesses that can’t afford private customized training have expressed interest in this. NWFSC staff may be interested in attending some of these courses. Julie has requested a decision as to whether SPD funds can be used to pay for these classes. She will let us know when she receives an answer.

Bev Sandlin announced that enrollment in the CDEC is looking better. There are still slots available. The VPK program is full, but the younger group has openings. They are serving more faculty and staff that ever before.

Laurie Von Kaenel with AmeriCorps reported that her enrollment is closing and that she has full enrollment of members for the coming year. Jayne Young reported that the Testing Center was extremely busy and was hoping that the enrollment numbers will be increasing.

Aimee Watts reported that the student ID card machines were finally working. Fall fling will be sometime in mid-October. The date will be announced soon. The school mascot, a fox, has been ordered. It will be called Jimmy and will wear a bomber jacket. A student designed the logo, and SGA has ordered tee shirts with the logo. One of the NWFSC cheerleaders will be our mascot this year.

Pam Walters stated that the Women’s Resource Center is very busy. She does have some book money through the Perkins grant for AA, AS, certificate students. She also has a book loan program, but is very low on books right now. The books must be purchased for a Perkins eligible student the first semester, but after that can be loaned to any needy student. She needs any currently used textbooks to add to the lending library. She does get any texts left over in the Lost and Found at the end of each semester.

Penny Cox stated that the Adjunct Faculty Breakfast and training will be held on Saturday, August 20 th from 7:30-12:00.

Diane Hodgins is the Coordinator of Institutional Research in the newly founded IR department. She is also the college’s Reports Coordinator, so will be meeting with all departments as data and reports are needed.

Carla Reinlie from the Foundation reported that the Faculty/Staff Campaign is in full swing. Goal this year is for 100% participation.

Terry Comeau reported that Graphics Services is busy with printing for the new semester. She is also President of our chapter of the Association of Florida Colleges (AFC).

Gregg Laird said that student e-mail is moving to The Cloud with Microsoft. It is a big change, but will allow students free access to Microsoft products and a sky drive so that they can complete assignments on any computer. They will not need a jump drive, but can send a link to files directly to faculty. This will also help with keeping virus infected jump drives out of NWFSC computers. He also reported that one sign- on is coming in the future, so that students won’t have multiple passwords and sign-on procedures. The one card system is hopefully getting better and will work more smoothly this fall.

Ramsey Ross reported that athletes were moving in the weekend of Aug. 10th. A new policy this year is that Raider Club members will be offered a membership to the fitness center for $150 per year. They will be able to add family members for $50 per year. Regular Raider Club membership for non- employees is $125 per couple. Gym fees are in addition to that. Hours of the fitness center right now are 6 AM-8 PM. When the new swipe card access is activated the facility will be open 24/7.

Sylvia Bryan complimented IT for doing an excellent job of the transition shifting the web designer to IT. Greg Tulenko and Lisa Spikes are doing a great job. If you see anything missing, different, or that needs correcting, let Sylvia know. She is still the facilitator for web information and will proof information for the web. Please use the form at http://websupport.nwfsc.edu

John Richard reported that the Physical Plant has been busy and is ready for fall semester.

Sam Jones reported that the new Student Services Building is still ahead of schedule and under-budget. It is scheduled for a November completion. Physical plant will move as much as possible into the new building before Christmas break.

Janice Henderson stated that the library staff will be conducting an inventory of everything that is checked out to offices. They will be opening up things for a new level of requesting information and will be shifting to doing more electronically. The process will take about 18 months.

Other comments

ASP meetings will be held on the third floor of the new building, hopefully beginning in January.

Pat Bennett reminded everyone of the Comment screen on the ASP web-site. You can leave requests for agenda items there or call Pat Bennett at ext. 5354.

Financial aid is trying to figure out a way to deal with telephone issues. There are multiple lines ringing all the time. In order to process financial aid during peak registration times, staff isn’t always available to answer the phones. The choices right now are to answer phones and not get paperwork processed for students, or have a message on the phone to call at another time. They have set the phones to roll to a new message on the 4th ring. The new message will tell callers the hours of operation and explain about the offices being closed on Fridays to process paperwork in a timely manner. There has been a 28% increase in financial aid requests this year.

A list of work study applicants is available in Financial Aid. Contact Suzy with questions.

Next meeting will be Sept. 15th at 2 PM in LRC 128

The meeting was adjourned at 3:30.

Submitted by Recorder, Penny Cox 8/25/11