WSSSC Fall 2013 Meeting Minutes
10.10.2013
Center for Water and Environmental Studies - Walla Walla Community College
Steve Vanausdle – Walla Walla Community College President welcomed the commission, gave
a history of the center for water and environmental studies building. He spoke about the
importance of student services and their impact on completion. He believes there are three
main challenges:
1 – Safety and security (systems can be challenged)
2 – Environment (built capital depreciates but natural capital appreciates)
3 – Prosperity (jobs and wages)
**Enhance productivity – get the most of students
drivers: investments (public, private, etc.), infrastructures (roads,
bridges, i.t. systems), talent (most important…it’s our duty/jobstudent services)
How can we increase completion rates? Look at strategies to incrementally increase completion
rates - then find/develop programs.
WACTC Report:
 Sandra Ellman from the Northwest Commission spoke to the group about the need to
make accreditation work better. Would like 5 people from each college to go through
the process to become an evaluator.
 tobacco free campuses
 Supplemental budget information - $20mill request, $5mill of that in high
demand/return programs, $3.4 million faculty in, $4.75mill for student achievement, 1%
cola for exempt/faculty/classified, student support for stem students, $8mill for
aerospace/air washington
 Legislative committee working on how to build up support at each college of key
legislators (key legislatures in house/senate)
 Education committee hot topic was the applied baccalaureates
Walla Walla Student Success Presentation
Completion Coaches and retention initiative
Presenters: Kristi Wellington-Baker
Culture of Collaboration
 Title V grant had them meeting together with an IT group for about 3-4 years and the IT
Director was interested in student success
 financial aid solution – went from awarding 1000 files to 3000 files in the same time
frame
 frustration around not knowing who left from spring to the following fall
 completion coaches-two staff who were driven and retained 262 students who were able
to articulate that the system for students was ‘dreadful’, navigating the system (if you fail
a class, how to register, how to appeal a grade, irs tool on the financial aid form),
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students didn’t know how to ask the right questions or who to go to or they were afraid
so they left,
started running a report one week before registration to know who is supposed to
register, sent to advisor to connect with them, called them through a portal device to go
after them and communicate their registration
work heavily with financial aid staff and developed solution – degree navigation
students who completed a DNA (degree navigation audit) with an advisor completed at
91%, students who were “off track” weren’t so “off track” to affect their aid
find the people in the room who are creative thinkers and willing to try new things and
willing to think outside of the box and then bring others on board, also great to have a
president who is supportive (lets them fail in order to encourage innovation)
staff pulls every students transcripts and pulls all degrees and certificates-ran it last
summer
Application for graduation was a barrier-they don't do it anymore
confirmation from state board-you can defer a degree without permission
batch degree audit and degree estimate program
identify top 5 degrees they are close to and suggest certificate/degree that they’re
closest to so they get something out of what they’ve done so far…and they’re more likely
to stay and finish (retention and completion)
coaches are the “systems navigator”…champions of retention and completion
transfer back project – message the benefits of coming back/staying and earning a
dta/aa degree and have students transfer their credits to us in order to earn a degree
funding triage model (micro funding model) – respond to students need to enroll in the
fall, work with foundation, give $300-$500 per student, holding a student if they haven’t
paid tuition. 220 students that were “saved” – screened them for aid, and “followed”
them, staff held accountable for those students; and only 1 student was not successful.
Student development staff met with students, got their story, made sure they had access
to what they needed and when they needed them. The $300 primarily spent on books
and supplies
Created a funding call center – issue documented and responded to within 48 hours and
reduced number of calls coming in, especially to financial aid
Screening: do you have your fafsa done and if not, why not?; if 0 efc and awarded
previous year (workfirst, worker retraining, opportunity grant included as well), whoever
met with the student became the students “navigator” through the process
Touch points with faculty – at new student orientation (but not the focus), have an
instructional expo-resource fair style,
How do you identify the “undecided” students in a meaningful way and targeting them
early for intervention
Completion coaches paid in line with advisors, equity in the pay scale, exempt employees
just like advisors (other than faculty). Kristi will share job description with group
ctclink update (handout available)
 Schedule has been updated – see the ctcLink website
 identify shared value structure
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identify structures and systems
improve efficiencies in incremental
identify practices that can then be scaled in technical solutions
huge participation from student services this summer
 28 foundation decision documents on their website
 lay out the framework about how we are going to use PeopleSoft
 how we are going to use PeopleSoft because it is so different from our legacy system
 242 business process diagrams (also posted on the website)
 managing enrollment diagram sample
 complicated security structure - look at roles to different processes so that they can
identify who needs what access
 defining local values & codes - configuration guides
 will be starting to ask for these values from colleges even who aren't going
live until 2016 - need these now to input into the system
 what is happening now:
 configuration guide work, which will be basis for building thenew ctclink
system
 first link colleges: data cleanup and conversion
 weekly SME groups
 what data is important now?
 college are being asked to clean up the following legacy data: student &
employee bio/demo info – name, SSN, date of birth. If name not fixed, record
won’t load. If SSN or date of birth not fixed, won’t pass search/match
 remaining elements: for ex: address, phone, zip. If not fixed, the record will
load, but these fields will be left blank. For bad zip code: no zip code in PS,
letter generation will fail
 vendor data (minus any student or customer data)
 to build an enterprise-wide master vendor table
 there will be 1 EMPLID (code name for student ID) but all students' previous numbers
will also show in the system as alternate ID number
 each campus should receive a clean up guide to help them with the process
Timelines for clean up
 bio/demo data for firstlink colleges - Oct 11, 2013
 vendor data for firstlink college - Oct 11, 2013
 course/class data for firstlink college - Nov 11, 2013
 bio/demo for all other colleges - Dec 13, 2013
 vendor data for other colleges - Dec 13, 2013
 course/class data for other colleges - TBD, by wave
ctcLink Gateway (login page)
 Based on roles and when you log in, the system knows who you are and all those
roles you have on all the campuses you may need access to info
 Stay connected to ctclink
LGBTQ project
 Ed services made decision to make those optional - whether to make the question
optional and change queer to questioning
 Executive committee recommending that the pilot schools hold off on the process so we
can standardize the questions, how we are implementing it, and how to make it part of
the registration vs. instead of the application process
 Keeping all biographical info together - race, disability, veterans status, perhaps this as
well
 When are we gathering it and how secure is it?
 **how many of our students have chosen not to answer?
 If on the admissions application and student doesn't enroll, the information isn't
protected under FERPA, so a records request about who of the applicants identify with a
particular population, we would have to provide that info for those who never enrolled.
FirstLink colleges
Tacoma & Spokane community colleges
 The process has been exhausting for enrollment services staff
 brought in additional part time staff to help backfill in that area
 want more hands on experience with the software
 training to understand the basics
 fin aid folks are really excited about the efficiency around SAP
 not going to be the fix all for everything
 hired a project manager for their campus (Tacoma)
 weekly communication to all staff from college communication area
 don't stop improving things on your campus because of ctcLink
 change management for staff is extremely important
 reassuring things are going to be ok
 some of the first wave colleges have hired a change management/project
management position- job descriptions will be shared out
 wave 1 colleges need this right now
 someone who gathers all the questions and thouhts after some of the training
sessions to follow up on...helps to have someone own this
 At Clark, this position reports to the President and serves on the exec team
Model student conduct code
Presentation from Bruce Marvin, Asst. Attorney General
brucem1@atg.wa.gov
206-464-5814
Work over the summer - rights & responsibilities as well as policies and procedures. Hoping for
some uniformity of our procedures
Presentation & Model Conduct code were distributed:
why all the attention:
 title IX
 April 4th, 2011 dear colleague letter regarding title IX
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2013 amendments to cleary actrequireingproceduresfortheaccused and the victim to
appeal the results
all students, faculty, staff should receiving training
o High profile OCR enforcement actions: University of Montana- Missoula,
University of Notre Dame, Yale University, Harvard Law School, and
Princeton
Conduct code is required to be a WAC - These changes will need to go through that
person on your campus. Deadline is March 7, 2014 – probably need to start process on
your campus by end of October.
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Work plan & committee assignments
Please review the list that was sent out and consider signing up to volunteer for one of the open
positions - and if you are new, review, ask questions, and please consider a smaller role if you
want to get involved now
GED testing
 No more paper testing – online test is now 4 modules instead of 5 modules
 $30 per module. Advisory group recommended to keep $30 module instead of $37.50
to keep the $150 full test fee. Testing needs to be accessible and affordable to students.
Less staff time is necessary for testing, doesn’t require any additional work
 State board has not voted on this yet.
 GED generically used for this type of testing, but it actually is a trademark test. There are
other options for a new high school equivalency exam. January 1st would be when new
HS equivalency exam…if students are not done by December 31st, they would have to
start over.
2014 Student Services Conference
 April 30-May 2, 2014 conference at Hotel Morano in Tacoma
 Conference Theme: Champions of Hope: Creating community, fostering success,
transforming lives
 Budget submitted to the exec team - target to gain $5,000 in revenue to help us with
seed money to get the next conference going
 Keynote: Dr. Q - his book, Becoming Dr Q: His journey from migrant farm worker to brain
surgeon, supporter of community college; doctor at Johns Hopkins
 Entertainment: comedy for lunchtime, Dave Stolier's band – ProFunk will perform
 Looking to bring in another speaker on Wednesday
 Cultural competency - Claude Steele was a potential speaker; John Medina
 October 24th is the next meeting for the steering committee
 $175 per person; room rate $105/night
WSSSC Business Meeting
Friday, October 11, 2013
Walla Walla Community College
Meeting opened at 8:38am
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State Board report
Fall enrollments SBCTC doesn't have data on enrollments yet so wanted to better understand what is happening
on campus Running start up
STEM is up
e-learning is up
humanities is down
veterans are up
DSS students are up
Demographic projections
 (handout provided)
 Over the previous 20 years, the population was growing very fast. Back in the 90's, 2%
increase in the whole population every year. Projection now is that population over the
next 20 years will grow about .5% each year.
 The age cohort that is growing the fastest is between 35-45 years old.
 HS students are about 80% transfer-focused...the 35-45 year olds are more workerretraining focused.
 53% employment demand growth over that same time period.
 Will be impossible for us to meet those needs with our same model. Will need more
focus on success and completion. We will also need to do better at transition from basic
skills to college level.
 High school graduating classes will be smaller than 2010 peak until 2027, when they
reach a new peak.
 2/3 of working adults don't have a degree - one way to meet that employment demand
would be to reach out to those folks
Outcomes from transfer and applied baccalaureate programs
 review study sent to us via email from Jan Yoshiwara
 MRPs - AST - 0ver 90% went on to earn a STEM degree at a university
 Grown 65% over the past 5 years
 The other major that has a high transition rate between MRP and graduation rate in the
university is business
 Very small credit difference between those students who start at a unversity and those
who transfer in...the difference is 5 credits
 Our graduates have the same university GPA as those who start as freshman at those
universities
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Fall to spring retention rate overall is 86% in applied baccalaureate programs
Centralia had 100% retention rate in the first year of their BAS program
47 degree programs on our list (approved, in the process, expressed interest) from 18-19
colleges
Proposal for accessible technology workplan
 (handout available)
 Warren Brown will take this back to the DSS council and then will take to the
instructional council- with the final deadline to disseminate a report in spring 2014
 SBCTC is helping to support this work- and Warren will call the frst meeting of the
taskforce. At that first meeting, they will figure out the chair of that work team.
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Financial aid
 Student Achievement Council will now be giving more state need grant funding for
applied baccalaureate degrees
 Core to college - SBCTC along with K-12 and universities about how we would use the
smarter balanced test results (handout)
Michele Andreas' position
Yes, the position will be replaced - but will probably be split up again to have this position just
focused on student services again and a separate position on transfer.
WACTC Committees
Allocation & Accoutability
 3 hour meeting monthly - FTE rules, lack of funding for basic skills, international
questions came up - many variables the group has to deal with
 Next month will be a review of allocation history to ensure everyone has the foundation
of information
Ed Services
 Spoke a lot about applied baccalaureate - a lot of talk about whether these should
become part of our mission
 Work plan includes info about applied baccalaureates, review of common course state
standards, nursing commission rules
Applied Baccalaureate - was a disappearing task force.
 position paper was approved - one of the recommendations was about allowing
internationals to not be limited by any FTE percentage
NWAACC
 potential code change - eligibility for sophomores from 2.0 to 2.25, increase participation
from 12 to 15 students; students must be in college level classes, student in ABE, ESL are
not eligible
 concerned about these code changes - and talk about strategies that will support
athletes in success and completion; not codes that just limit participation
 interlocal agreement - applying for a 501c3 for NWAAC, the agency could then take on
liability vs. the individual host college for tournaments
Operating Budget
 handout provided
 colleges will have to develop an income statement for accreditation. The state auditor's
office is going to brought in to help develop these for the colleges...each college may
have to pay $68,000 to get this work done. Need to be done for the previous 3 years.
 IRS 1098-T -colleges need to respond.
Technology
 ctcLink looking at 2,880 business processes
 room scheduling - was part of RFP, but it wasn't a robust system - LIVE 25, within the
ctcLink existing budget and provide the technology and would become a core
technology with SBCTC-IT
 learning management system - CANVAS, learner relationships - advising, retention work,
etc. - ADP Pro, Starfish, etc. - should we look at this as a system and find system tools to
be doing this
 Hobsons, Adjulgrad, transfer equivalency guides within it, will be able to do it with our
antiquated system - and with PeopleSoft
 A number of years ago, WSSSC was looking at technology initiatives and developed a list
of priorities - CRM, transfer equivalency system were the top at that time
 Adjulgrad? Enter in their degree, when they want to take classes, has annual schedule of
courses loaded in to give instruction to the college about when courses should be
offered to support students in given programs
 Need a system-wide CRM system - "from contact to completion" system
Committees
 Association Meeting - November 22nd about STEM at Lake Washington Institute of
Technology (LWIT)
 Leading from the Middle – looking into implementing more of a longer program that
would incorporate all modules together
 HR module is on November 21st at LWIT
Data Governance
 this group will have a play in things as systems are developed
 commissions have representation
 working on exit codes
Joint Transfer Council
 Math DTA goes into affect winter quarter
 Universities are limiting PE credits to 3
 AS-T degree; universities are going back to their campuses to see how they are
accepting them
E-learning
 Trying to finish the canvas implementation; provisions regarding grade records plagiarism detection module - opt in and how we would use that
 Smarter measure - online readiness tool
Competency-Based Degrees
 Framework about concept - focus would be on business transfers; 18 courses would be
selected under the DTA agreement; focused on students - need to be ready to learn in
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that environment; demonstrate readiness by college level placement, success in online
environment
Faculty concerns about their duties and the actual teaching and grading
Financial aid regulations still need to be worked out
Member colleges will opt in with a certain dollar amount and would then need to be
responsible for certain components as a member
President’s Report
 Nothing additional
Treasurer's Report
 Budget distributed; questions directed to Marci Myer
Historian's Report
 Membership list updated and distributed
Council Liaison Reports
 multicultural student services directors council - completed work plan; discussion
about LGBTQ initiative - utilize their expertise on campuses to help the conversation
 Question regarding college success courses - in the financial aid handbook, it has to be
part of a program and cannot pay for prerequisites to get into a program. These courses
also need some theory included (from univ perspective) as to help students understand
why they need these skills. Message for financial aid council: help to determine how it is
possible to pay for these mandatory courses on campuses
 Please send other council reports electronically as they come up during the quarter.
Announcements:
New VP orientation - November 6th at Bellevue College - please RSVP to Jackie as soon as
possible. Joint Exec meeting with IC/WSSSC that day as well.
Winter Meeting: February 6 & 7 at Bellevue College
Reports: Gates Grant, Start Next Quarter, SALT
Meeting adjourned at 11:33am.