Executive Council Minutes
November 8-9, 2012
Present: Jeremy McMillen, Giles Brown, Brandy Fair, Jeanie Hardin, Gary
Paikowski, and Marc Payne
Absent: Roy Renfro
Guests: Mark Bruce, Debbie Smarr
Recorder: Shelle Cassell
Agenda Items
New Trustee Orientation
Dr. McMillen outlined his plan to orient and acquaint the four new Board members with
the college and administrators. He asked the Vice Presidents to prepare overview-type
information on their divisions and departments to be shared with the new members. He
will plan an off-site orientation with a facilitator who can provide Board Member
training. Dr. McMillen asked that he be the point of contact for all communication
between Board members and the campus.
Action/Motion: Council members are to prepare information on their divisions and
departments.
SSBTN Report
Jeanie Hardin summarized the feedback from Dr. Cooper’s recent campus visit. He is
pleased with the progress being made and outlined a plan for his February 2013 visit. Dr.
Cooper recommends that Information Technology and Institutional Research offices
connect more regularly to facilitate the implementation of Estudias. He also encouraged
employees to use the data they have been collecting to ask deeper questions on “why” and
to search for interventions and/or solutions.
Action/Motion: Jeanie Hardin will distribute the report for review and discussion at a
future meeting.
Communications Council Topics
Dr. McMillen asked members to email him topics and information that should be
included in the next Communications Council meeting.
Action/Motion: Shelle Cassell will review previous Executive Council minutes for
items to be included.
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Phone Bank Coordinator Position
Marc Payne and Debbie Smarr shared week-by-week data on the phone call volume of
the phone bank and the number of campus visits for Fall. Marc is requesting approval to
post a position announcement for a full-time employee for the Phone Bank. Discussion on
the role and scope of the phone bank as well as the new technology support options
ensued. Members agreed that it was good to have a customer service person who could
help students and who could provide information from the student service areas.
Members agreed that it would be best to transition to a communications position for
enrollment management. It was recommended that the office be moved into the Student
Services area of the Administrative Services Building. The two locations being
considered are one of the offices behind the reception desk and the current Workroom.
Members said staff should be responsible for answering their phones when they can.
Members then discussed the use of a call routing design and software system that would
enhance a caller’s options and provide basic departmental information.
Action/Motion: Council members unanimously approved the motion by Giles Brown,
second by Marc Payne, to post the Communications Specialist for Enrollment
Management position. Gary Paikowski then moved to purchase and implement call
routing technology, and continue the use of part-time phone support to make outbound
recruiting calls through the end of Spring registration. With a second by Giles Brown,
members approved the motion by a vote of 4 to 1 (Marc Payne). Marc Payne is to provide
an updated budget proposal to Dr. McMillen and Giles Brown. Call volume will continue
to be monitored.
GC-SE Agreement – Occupational Safety and Health Program
Dr. McMillen reported that a formal agreement is in the works for the College’s
partnership with Southeastern Oklahoma State University. The process to notify SACS is
also underway.
Action/Motion: No action necessary.
Dual Credit Meeting
Dr. McMillen informed members of a meeting scheduled for next week with the high
school counselors. One goal of the meeting will be to help the school representatives
better understand our core curriculum. He reported that GC is working on an
organizational structure that would better connect with the school districts. There was
some discussion on the interpretation of SACS’ definition of Dual Credit sections.
Action/Motion: Debbie Smarr and Dr. McMillen will look into the SACS rules for Dual
Credit offerings.
Computer Use Policy
Gary Paikowski briefly mentioned the need to review and/or update the computer use
policy, citing specifically the appropriate use of email signatures (comments, quotes,
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photos and/or graphics). Dr. McMillen asked if the policy contained guidelines for
election dialogue and announcements. He suggested that Gary send a gccpeople reminder
out 60 days prior to a major election, reminding employees to refrain from distributing
election-related sentiments.
Action/Motion: No action necessary.
Announcements
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Dr. McMillen shared a letter received from the LeCroy Center Provost who noted
and appreciated the recent assistance of Jake McBee during a conference.
The GC Alert test has been rescheduled for Tuesday, Nov. 13.
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