Clovis Community College Center Counseling Meeting
MINUTES
August 28, 2014 - 9:00-12:00 AC2 149B
CCCC Counseling Team/Attendance:
Doris Griffin
Dean of Students
Erica Johnson, DC
Balance
Tasha Hutchings
Honesty
Ryen Hirata
Diversity
Brandon Huebert
(Pending)
Ralph Munoz
Courage
Carla Stoner-Brito
Flexibility
Rachel Moring-Garcia
Commitment
I.
WICCC to CCCC & HC
a. All classes even late start are full (with the exception of a counseling course)
b. Counselor will be stationed at HC twice a week
II.
Counseling Updates
a. Room Assignments
b. Appointment Planner
a. Recommendation to provide some evening SEP sessions
1. September 23rd 5-7 SEP Evening Session (AC2 276) – SEPA’s – Set capacity at 30
2. September 29th 5-7 SEP Evening Sessions (AC2 276) – SEPA’s – Set capacity at 30
3. Planning for 6 counselors each evening
b. Saturday October 4th 9-1 – 6 Counselors
c. Doris will provide a list of students who DO NOT have a SEP – these are the only students that are
eligible to attend the evening and Saturday event
c. Counseling Assignments/Mentors & Instructors (HC)
a. Need Instructors for HC Counseling Courses (Counseling 47)
b. Brandon will be taking PR/SLO
c. Carla will be taking Enrollment Management
d. Datatel Acronyms: Checklist for ALL Counselors (by 2016 all students will need to be fully matriculated) –
start coding now
a. XSCP - Update Major (see instruction sheet)
1. Add in any new majors
2. End Date all inactive majors (C for changed mind)
b. NEW ASPR is XR2T – Educational Goal; update date and educational goal (insert)
c. CSSI – View Student Success Information
1. Send all counselors new link to Reports Menu
2. Request to change “Abbreviated” or “Comprehensive” to SEPA or SEPC (Doris will take
to the Matriculation Meeting)
d. SEP – Student Educational Plan
e. AE - Assessment
f. OR - Orientation
e. 2014 2015 Planning
a. Duty Day Planning - we need to stagger our non-duty time off so that we have some full time
coverage during summer (June & July)
1. Tasha created a monthly plan for June and July to ensure that at least one counselors is
available every day in June and July
2. June
a. 1-5
Erica
b. 8-12
Ralph
c. 15-19
Tasha
d. 22-26
Carla
e. 29-30
Brandon
3. July
f.
g.
h.
i.
j.
k.
a. 1-2
Brandon
b. 6-10
Rachel
c. 13-17
Ryen
d. 20
Tasha
e. 21
Carla
f. 22
Carla
g. 23
Rachel
h. 24
Ryen
i. 27
Erica
j. 28
Erica
k. 29
Brandon
l. 30
Brandon
m. 31
Ralph
b. Counselor Coverage at Welcome Tables at the beginning of each semester
Counselor Training – September 17th from 5:30-8:30 at HC – Pizza
a. Adjuncts need to adjust their work week to not exceed 23 hours
b. CCCC Counseling Office will close at 5:00 on 17th
New Adjuncts Update – Staffing Changes (7 FT and 14 Adjuncts)
Flex Day Event for Fall 2014 – CSU Fresno Counselors Conference – September 18th
FT Evaluations for Fall 2014
a. Carla
Erica & Ralph
b. Brandon
Ryen & Tasha
c. Rachel
Erica & Tasha
Interns for Spring 2015 – Carla is the lead for coordinating interns – 1 intern for Sp 15; we will conduct
interviews
Duty Day - January 8, 2015 – Districtwide Duty Day at the Clovis Memorial Building – focus is student
success
III.
Work Experience
a. General Work Experience (COTR 19G)
a. No Repeats for general work experience
b. Students can enroll in 6 units in one semester (FCC is set at 3 but will be changing) (RC is set at 6)
b. Vocational Work Experience (CD 19V, etc)
a. 16 units max (combining general and vocational)
b. Students must petition to repeat vocational work experience (no petition needed if w/in 16
units)
c. Total Units for transfer CSUF = 6 units
d. Need to e-mail instructors of work experience with these guidelines – Brent Nabors
e. Discuss and get clarification from Dean of Instruction
IV.
Herndon Campus
a. Classes at HC are doing well….full term and late start classes are filling
b. Van will be available 9/2 from CCCC to HC every ½ hours (I believe the students have to buy a token from
A&R for a $1)
a. There will be limited services starting 9/2 – we will be hiring more drivers
V.
Forms
a. Student Grade Review Petition (Update Form)
a. Only to be used to when a student is disputing their grade
b. If during the time frame of up to one semester after grade, it goes to the instructor
c. If after that time frame it goes to Academic Standards
b. Withdrawal for Extenuating Circumstances (Update Form)
a. Students can submit a Withdrawal for Extenuating Circumstances during the term that they are
enrolled AND up to one semester after the grade was earned.
b. After the one semester has passed, use this same form but it goes to Academic Standards
c. Prerequisite Challenge/Verification Process (Lead Instructors)
d.
e.
a. Erica will take this to Department Chair Meeting tomorrow
Petition to Repeat a Class After Successfully Passing
a. A significant lapse of time is defined as 3 years
Exception to Graduation Form
a. Signatures:
1. Campus President
Deborah Ikeda
2. VP of Instruction and Student Services
Kelly Fowler
3. Dean of Instruction
Tom Mester
4. Dean of Students
Doris Griffin
5. DC for Social Science/Business Department
Diane Schoenburg
6. DC for Humanities
Stephen Dent
7. DC for Math/Science/Engineering/Health Department
Jason Gardner
8. DC for Student Support Services Department
Erica Johnson
b. Type up a blanket statement for Biology and Stats (Tasha will type this up)
VI.
SEP Updates
a. Deadline – October 10th
b. List of students with NO SEP was sent to counseling (we are at 63% completion)
c. Saturday SEP Campaign – October 4th from 9:00-1:00 (need to add to SARS Grid)
a. Facilities Request?
d. Message from Pedro
e. Open Up More SEP Appointments for September
a. Decided to schedule 2 evening sessions
VII.
Online Student Services
a. New & Improved Online Orientation – Live October 16th at 8:00 a.m.
a. Link in WebAdvisor to access the online orientation
b. Automatic Uploads – as soon as the student completes the orientation, it will automatically
upload into XCSM
c. Survey Results
b. CCCC APP
a. Ryen is working with our student on developing an APP for CCCC
b. We are moving forward with purchasing the Mobile APP from Ellucian
c. Recommended to wait until we get the portal and Ellucian APP
c. Single Sign On for Blackboard, Wireless and E-mail
VIII.
RTG Updates – Ryen
a. Calendar – all yellow relate to RTG – April 15th is the deadline for all RTG students to complete all steps
b. Online OR will dictate when the student will register
c. WebAdvisor Training – Cynosure
d. RTG Counselor Training district-wide
e. Learning Communities – specific section #’s – effective starting with summer/fall 2015 scheduling
a. FCC
91000
b. RC
95000
c. CC
97000
d. MC
98000
e. OC
99000
f. 4 days of registration for RTG Students – based on completion of online orientation
g. Home School Students will be included in the 4 days of RTG
h. Registration will open at 6:00 a.m. (not midnight)
i. Satisfaction Survey Results
j. Counselors Conference – what 3 programs do we want to highlight?
a. Honors
b. TRIO
c. TAG/Transfer Degrees
IX.
Registration Dates/Enrollment Priorities
X.
Career Updates
a. Rocktoberfest – we need representatives (Carla)
b. Recommended New Marketing for specific majors – new faculty involvement
XI.
Transfer Updates
a. Transfer Associate Degree Updates/Verification Process
a. Recommended to have all verifications go to full time counselors
b. If we have out of state – get course descriptions/syllabus – provide recommendation to Heather
Rodriguez (RC Evaluator)
c. Send all information to Tasha
b. CSUF/RC/CCCC Pass Along Process
a. Recommended to work with CSUF (Ambar) to set up a process
b. CCCC has agreed to send students to CSUF to review out of state coursework; we do not
determine what CSUF will accept from out of state
c. Pass Along – we need to do further research on how to handle
XII.
Document Planning Update
a. SSSP
b. Student Equity
c. New Student Handbook
d. CCCC 2014 2015 College Catalog (1 year catalog)
e. Student Conduct Standards & Procedures Status – Erica Johnson
f. Internship Handbook – Nancy is working on this document – Ryen will follow up
XIII.
Accreditation Updates
a. Standard IIB Update
b. Team will be visiting March 9th-12th, 2015
XIV.
New FT Counselor Position Request
a. 1st Deadline – September 15th to DC
b. 2nd Deadline – October 13th
XV.
WI 411 Schedule of Events
XVI.
MIS Coding – New Type Code (AE)
a. Added Type Code AE5
XVII.
PR/SLO End of the Year Report
a. Completed PR/SLO End of the Year Report (2014)
b. SLO Improvement Plans (Review timeline)
c. Next PR cycle begins spring 2016
XVIII.
Conferences/Events
a. College Night
b. UC Conference (Merced)
c. SSSP Training
d. CCCC Counselor Training
e. CSU Counselors Conference/Flex Day
f. HS Counselors Conference at CCCC
XIX.
Updates
September 10th, 2014
September 13, 2014
September 15th, 16th, 2014
September 17th, 2014
September 18th, 2014
October 2nd , 2014
Updates:
AB86 – Adult Ed Update:
Academic Senate:
No Update
Discussion about breaking out on the district-wide duty day by campus to
discuss accreditation
Discussion about pedagogical cap
Academic Standards:
ALL Appeals/Petitions MUST include SEP
Accreditation:
Standard IIB is on track to be completed by October 3rd
Articulation:
A lot of courses coming through for CID
Assessment:
Repeat rule: (Revisit)
 students need to wait 3 months to retake the placement test OR have
counselor approval
 front desk needs to check to see when the student took the test previously
 Doris will check to see if a report can be produced to show the
discrepencies
 Ryen indicated that it is indicated in the SSSP
 Everyone who is administering assessments needs a log in; Ryen will
contact Steve to check full time counselor
BIT:
No Update
Career:
Already addressed
CCC:
No Update
CCCAP/Enrichment:
CNHS and CEHS CCCAP programs this Fall; CWHS English 1A and 125
Curriculum:
Working on operating agreement and discussed dual enrollment
Department Chair:
Everything above
Distance Education TAC:
No Update
DSP&S:
No Update
Enrollment Management:
RTG Updates addressed above, growth is a result of HC, recommended to add
more late start classes at HC
Foster Youth:
Access to Higher Education Event – October 11th at FCC
Honors:
No Update – not accepting students for fall
Matriculation Workgroup (District): Single sign on for E-Mail, Blackboard & Wireless (October implementation)
Student Success:
Meeting today
Transfer/Transfer Degrees:
No Update
TRIO:
Still accepting students, established a weekly meeting to work on the grant
Veterans:
Out of State Veterans will pay in state tuition starting with Spring 2015
enrollment; dependents do not get enrollment priorities unless veteran is
deceased
Website:
Continuous Updates from WICCC to CCCC
Next Meeting: September 11, 2014 (10:00-12:00)
Clovis Community College Center Counseling Meeting
MINUTES
September 25, 2014 - 10:00-12:00 AC2 149B
CCCC Counseling Team/Attendance:
Doris Griffin
Dean of Students
Erica Johnson, DC
Balance
Tasha Hutchings
Honesty
Ryen Hirata
Diversity
Brandon Huebert
Ralph Munoz
Courage
Carla Stoner-Brito
Flexibility
Rachel Moring-Garcia
Commitment
XX.
Adjunct Counseling Discussions
a. Interview Tomorrow for Assessment/Drop In – Start at 1:00
b. Reviewed Questions
XXI.
Front Desk Training
a. Ryen is providing a training today
a. Print transcripts
b. Quick Day Change for SEP appointments
XXII.
Committee Assignments
a. Review committee chart – any changes
a. Updated to reflect counseling participation on all committees
b. Will send to Linda Little
XXIII.
Counseling Updates
a. FT Evaluations for Fall 2014 – set up observations
a. Carla
Erica & Ralph
b. Brandon
Ryen & Tasha
c. Rachel
Erica & Tasha
b. Interns for Spring 2015
a. Information was sent to CSUF and FPU
b. A few students have inquired
c. DUE date is November 14, 2014
d. Start date January 4, 2015
e. Interview Committee: Ryen, Carla, Rachel
c. Duty Day - January 8, 2015 – Districtwide Duty Day at the Clovis Memorial Building – focus is student
success
a. CCCC would like to break out in the afternoon to discuss Accreditation, but still under discussion
XXIV.
Forms
a. Student Grade Review Petition
b. Withdrawal for Extenuating Circumstances
a. If a student received financial aid for the course and they are approved to change it to a W, they
will be in repayment
c. Prerequisite Challenge/Verification Process (Lead Instructors)
d. Petition to Repeat a Class After Successfully Passing (3 Years)
e. New forms will be reviewed with Doris & Department Chairs
f. Ryen will be reviewing all counseling forms and updating as necessary
XXV.
SEP Updates
a. Continuing Student Deadline – October 10th
b. Transfer/Returning Student Deadline – November 7th
c. SEP Workshops
d.
a. 9/23
19 Students
b. 9/29
c. 10/4
SEPA’s during walk in
XXVI.
Enrollment Management Plan
a. Recommendation to reformat plan into the following categories:
a. Outreach
b. Inreach
c. Publicity/Marketing/Communication
XXVII.
Enrollment Priorities/Enrollment Priority Reports
a. Sent new link for the report menu to all counselors
XXVIII. High School Counselors Conference
a. October 2nd
b. Ryen will RSVP for all FT counselors
c. Starts at 8:00 – Ryen will e-mail the agenda
d. What are we going to address in the afternoon break out session:
a. Assessment Test Exemption Chart (New Math Recommendations)
b. Educational Enrichment Flyer
XXIX.
UC Counselor Conference
a. Decline in enrollment
b. TAP – Transfer Admission Planner: Recommended for students to go on TAP early on and select schools
that they are interested in so that they start getting materials e-mails
a. All information in TAP will transfer into the UC Application
b. You can use the same username and password
c. 33% CCCC transfer to UC’s
d. Assist – Next Generation
e. Parents are expected to contribute $9,000 a year for UC – no matter what their income; loans are highly
probable
f. Quick Reference for Counselors is online
g. Students can update any changes between January 1 and March 1 st on their application
h. TAG Updates
a. Santa Barbara does not allow TAGs in Engineering
b. 45 TAGs so far for fall 2015
i. All students should be filling out the FAFSA
XXX.
Document Planning Update
a. SSSP
b. Student Equity
c. New Student Handbook
d. CCCC 2014 2015 College Catalog (1 year catalog)
e. Student Conduct Standards & Procedures Status – Erica Johnson
f. Internship Handbook – Nancy is working on this document
XXXI.
Accreditation Updates
a. Standard IIB Update
b. Team will be visiting March 9th-12th, 2015
XXXII.
New FT Counselor Position Request
a. 1st Deadline – September 15th to DC
b. 2nd Deadline – October 13th
XXXIII. Conferences/Events
a.
b.
c.
d.
e.
College Night
SSSP Training
CCCC Counselor Training
CSU Counselors Conference/Flex Day
HS Counselors Conference at CCCC
September 10th, 2014
September 15th, 16th, 2014
September 17th, 2014
September 18th, 2014
October 2nd , 2014
XXXIV. Updates
Updates:
AB86 – Adult Ed Update:
Academic Senate:
Academic Standards:
Accreditation:
Articulation:
No Update
No Update
Meet the 2nd Wednesday of each month
No Update
Transfer English degree change
Tasha will keep us updated
New GE sheets were sent & include CID numbers
A.3 – for CSUF RN – students can take any A.3, but they rec. Soc. 1B (repeat
issues)
Assessment:
Repeat rule:
 students need to wait 3 months to retake the placement test OR have
counselor approval
 front desk needs to check to see when the student took the test previously
BIT:
No Update
Career:
Still working on Octoberfest (questions regarding mini grant status)
CCC:
No Update
CCCAP/Enrichment:
No Update
Curriculum:
Updating the curriculum handbook – ROP credit, all of the students who have
the certificate from careers in education will NOT get college credit;
recommended to retake the class or talk to Brent Nabors to do CBE for Ed 10
Same standards for Criminology
Department Chair:
No Updates
Distance Education TAC:
No Updates
DSP&S:
No Updates
Enrollment Management:
No Updates
Foster Youth:
Access to Higher Education is on October 11, 2014
Honors:
Applications are being accepted for Spring 2015 – Deadline October 17, 2014
Matriculation Workgroup (District): Single sign on for E-Mail, Blackboard & Wireless (October implementation)
Student Success:
No Updates
Transfer/Transfer Degrees:
No Updates
TRIO:
Working on grant, UCB fieldtrip tomorrow, still space in the program
Veterans:
No Update; we need a college certifier
Website:
Adjunct Counselor Assignments - Continuous Updates from WICCC to CCCC
Other:
Action Plans:
time to submit action plans. If you had a previously funded action plan, you need to submit a
“close the loop” form
Next Meeting: October 9, 2014 (10:00-12:00)
Clovis Community College Center Counseling Meeting
MINUTES
October 23, 2014 - 10:00-12:00 AC2 149B
CCCC Counseling Team/Attendance:
Doris Griffin
Oz
Erica Johnson, DC
Balance
Tasha Hutchings
Honesty
Ryen Hirata
Diversity
Brandon Huebert
Resilience
Ralph Munoz
Courage
Carla Stoner-Brito
Flexibility
Rachel Moring-Garcia
Commitment
Guest: Gurdeep Sihota Director of Student Success
XXXV.
Counseling
a. Duty Day Plans to Doris
b. December 15-24th – need adequate coverage
a. Districtwide mailer of the schedule going out on December 8th
b. No HC coverage needed during this time
c. LLPB Field Trip to New Pharmacy School – November 18th 9-11
d. Major Specific Counseling – Pilot for Engineering – Rachel Garcia has volunteered to be the Engineering
Counselor
XXXVI. Counseling Courses
a. Review Spring/Summer/Fall 2015 Counseling course offerings
a. CCCC Spring 2015
1. Counseling 263 – Colleen Brannon
2. Do not add Counseling 3A to spring 2015
b. HC Spring 2015
1. Counseling 53 – Ryen Hirata
2. Counseling 53 – Carla Stoner-Brito
3. Counseling 53 – Recommend that we cancel the 3rd section
b. Carla recommended that we recruit these classes – she is creating a flyer to market these classes
c. Offering 8 sections of Counseling 47 (full term or short term?) at CCCC for fall 2015 – need 8 counselors to
teach and participate in the On Course Training in January
a. On Course Training – 3 day training – January 5, 6, 7
b. Tied to a learning community
c. Identify a lead counselor to coordinate: Carla Stoner-Brito
d. Counselors interested: Tasha, Rachel, Ryen, Ralph, Erica, Carla, Brandon, 1 adjunct
d. Add Counseling 3A – fall 14
XXXVII. Adjunct Counseling
a. Evaluation Assignments
b. Stacy McArron – Articulation AC2 204
c. Tracy Loper – CAA/CMO
XXXVIII. Online Orientation
a. Launched October 16, 2014 – please send Erica any questions you have regarding the online orientation
XXXIX. Updating Majors/Ed Goals
a. XRT2 – update student educational goal
b. XSCP – update student major/end inactive majors
a. The district wide matriculation committee will be discussing district policy on changing and
ending majors
XL.
Interns for Spring 2015
a. DUE date is November 14, 2014
b. Start date January 4, 2015
c. Interview Committee: Ryen, Carla, Rachel
d. We have not received any applications yet. We will wait until the deadline and set up interviews.
e. Ryen has distributed applications to CSUF
XLI.
SEP Definitions (SEPC, SEPA, SEPU)
a. Ryen distributed a guide of explaining SEP’s (DRAFT)
XLII.
Educational Enrichment
a. Flyer of evening parent/student orientations
b. Questions from counselors – why is CCCC allowing sophomores? Other sites are not. Concerns about a
minor on campus not supervised
a. At the high schools counselors conference the high school counselors were questioning why we
are allowing sophomores to attend
b. Doris will follow up
c. Ryen indicated that he has heard that some high schools are discouraging students from taking college
courses while in high school
XLIII.
Duty Day
a. January 8, 2015 – Districtwide Duty Day at the Clovis Memorial Building – focus is student success
b. CCCC would like to break out in the afternoon to discuss Accreditation, but still under discussion
XLIV.
Forms
a. Student Grade Review Petition
b. Withdrawal for Extenuating Circumstances
c. Prerequisite Challenge/Verification Process
XLV.
Enrollment Management Plan (Brandon and Ryen will take on this task)
a. Recommendation to reformat plan into the following categories:
a. Outreach
b. Inreach
c. Publicity/Marketing/Communication
XLVI.
Enrollment Priorities/Enrollment Priority Reports
a. Sent new link for the report menu to all counselors
XLVII.
Document Planning Update
a. SSSP - submitted
b. Student Equity – submitted by CCCC
c. New Student Handbook – Ryen is working on this
d. CCCC 2014 2015 College Catalog (1 year catalog)
e. Student Conduct Standards & Procedures Status –In progress Erica Johnson
f. Internship Handbook – Nancy is working on this document – Carla will check on this
g. English and Math Flow Charts – Kelly T. and Erica are working on this
XLVIII. Accreditation Updates
a. Standard IIB Update
b. Team will be visiting March 9th-12th, 2015
Updates:
AB86 – Adult Ed Update:
Academic Senate:
No updates – AS President has been attending these meetings
No updates
Academic Standards:
Accreditation:
Articulation:
Assessment:
BIT:
Career:
CCC:
CCCAP/Enrichment:
Curriculum:
Department Chair:
Distance Education TAC:
DSP&S:
Enrollment Management:
Foster Youth:
Honors:
Matriculation Workgroup (District):
When a student has extenuating circumstances after the semester has passed;
the drop to extenuating circumstance will go to ASC…questions regarding
whether all instructors have to agree to drop
See Above
Eventually – Comm 25 will have 2 prerequisites: English 1A and Comm 1 –
effective fall 2015
Repeat rule – Ryen will update the website to reflect below
 students need to wait 3 months to retake the placement test OR have
counselor approval
 front desk needs to check to see when the student took the test previously
Exemption Criteria – updated chart (will be brought up at the districtwide
matriculation group)
No updates
Carla is planning some Career Workshops for spring - involve adjuncts to
promote and offer a workshop
No Updates
No Updates
Updating the curriculum handbook – the RC statement has a recency
statement..10 year statement; CCCC is using 3 years; Doris is checking TSUM to
see if there is an end date/status change? She will follow up to discuss this at
the district level.
See Above
DE Handbook is being developed
No Updates
Brandon & Ryen will be revamping
Access event a few weeks ago at FCC; all Foster Youth are invited; 33 students
attend the application workshop – raffle for laptop;
114 students (accepted 5 for spring)


Student Success:
Transfer/Transfer Degrees:
TRIO:
Veterans:
Website:
Single sign on for E-Mail, Blackboard & Wireless
Districtwide Mailers:
o 11/12 – “We want you back” mailer to students who are not in
attendance sp 14 or fa 14
o 12/8 – schedule mailer
o Letters for non-payment drops – (Dec 15 drop date)
 CCCC is also sending out postcards to any zip code that is north of Shaw –
potential 18,000 postcards…top 10 reasons why you should
attend…planned to go out before December 1st
No Updates
Spanish, Journalism, Elementary Teacher Education are pending approval
Tasha sent out to all adjuncts
144 (RC and UC) students on CSU application identified that they were getting
transfer associate degrees
Working on the rewrite; apr is due in December; going to UCSC November 14th,
still accepting applications for STEM and SSS
Approximately 150-180….Ralph is working on this
Adjunct Counselor Assignments - Continuous Updates from WICCC to CCCC
Next Meeting: November 13, 2014 (10:00-12:00)