Executive Council Minutes
July 25, 2012
Present: Jeremy McMillen, Giles Brown, Brandy Fair, Jeanie Hardin, Gary
Paikowski, Marc Payne
Absent: Roy Renfro
Guest: Debbie Smarr
Recorder: Shelle Cassell
Agenda Items
Reverse Transfer Agreement
The College has a number of articulation agreements that enable students to transfer
smoothly to senior institutions. With TACC’s focus on Texas Success and the state’s
interest in a Student Success Points system, we are anticipating an increase in the number
of Reverse Transfer degrees awarded. A separate Reverse Transfer Agreement would be
beneficial to have, prompting Debbie Smarr to share a draft agreement. She indicated that
policy was already in place (EGD Legal), but procedures for processing and awarding the
degrees, and updated information in General Catalog would be needed. The goal for
implementation is to design a communication system that helps the student complete
graduation requirements and helps the college collect graduation data. Discussion ensued
on how/when/frequency of notifying the student about one’s ability to complete a GC
degree, and the challenge of getting the data/names from senior institutions, and/or the
possibility of joint admissions with senior institutions. It was suggested that we customize
the local portion of the Texas Common Application to have the student authorize GC to
request transcripts on their behalf from transfer institutions. Further, it was suggested to
send an addendum to institutions we have articulation agreements with making them
aware of the separate reverse transfer agreement.
Action/Motion: Members agreed that Reverse Transfer Agreements should be
implemented. Jeanie Hardin, Marc Payne and Gary Hensler will develop guidelines for
accepting reverse transfer curriculum and clarify the minimum and maximum credit hour
limits. These items will be presented for consideration at a future Council meeting.
Goal Team Membership
Council members reviewed the proposed membership for each of the five Goal Teams,
and heard a brief overview of how the new College Effectiveness Council (CEC) will
work. Debbie Smarr also outlined the process for measuring achievement of goals. The
CEC meets four times annually (two times each Fall and Spring semester).
Action/Motion: A letter of invitation will be sent to each Goal Team nominee asking for
a commitment of participation on the team. It was suggested that employees be reminded
at the start of the semester of the purpose of CEC, Goal Teams, and the organizational
1 of 4
structure. Members were encouraged to continue supporting communication and
awareness on the importance of using data.
Intensive English Language Program
Jeanie Hardin reported that Intensive English Language for International Students
Program Director Kenneth Myers has resigned, and proposed that the IEL program be
moved to Continuing Education. She shared data on enrollment, income and expenses.
Classes will be taught with adjunct professors overseen by a director working part-time.
Brad McClenny will work closely with the IEL students to enhance their transition to the
college.
Action/Motion: Council members agreed with Jeanie Hardin’s motion to move the
Intensive English Language for International Students program to a Continuing Education
format. She and Giles Brown will work together to reflect this change in the 2012-2013
budget.
Success By The Numbers Summer Report
Jeanie Hardin and Debbie Smarr shared a summary of Dr. Cooper’s summer visit. He
encouraged the use of the College’s Strategic Plan to focus on student success, create an
operational focus on student success by evaluating cohort data, use data and information
collected as a basis for campus conversations, review policies, organize and make data
more accessible to the entire college community, and advance the capacity for data access
and use.
The SSBTN initiative includes several teams and committees, which are overseen by the
“Guiding Team”. Members of the Guiding Team are: VP Instructional Services (Jeanie
Hardin), Director of Institutional Effectiveness (Debbie Smarr), Institutional Research
Analyst (Brent Archer), South Campus Dean (Kim Teel), Co-chairs of Student Success
Goal Team (Barbara Malone and Keri Harvey), and Student Learning Goal Team Chair
(Jean Sorensen).
Dr. McMillen said that PTK students had expressed an interest in supporting initiatives
that would help fellow students persist. Debbie reminded members that data was
available, and the she and Brent would assist employees and groups in getting additional
data.
Action/Motion: No action necessary.
Phone Bank Progress
Gary Paikowski reported that the phone system has reached its limits and that upgrades to
accommodate the Phone Bank will cost an additional $11,500. Members asked for an
accounting of start-up costs for the pilot project, and Marc Payne volunteered to provide a
complete summary of costs. He reported that people are being trained now in Admissions
and Financial Aid, and the bank should be operational by August 6.
2 of 4
Action/Motion: No action necessary.
THECB Liaison
The Coordinating Board is hoping to improve communication with community colleges
through a designated campus liaison from every institution. The role and responsibility of
the liaison is unclear for now.
Action/Motion: Jeanie Hardin was designated as the Grayson College THECB Liaison.
To provide continuity should our Campus Liaison change, a generic email
(THECBLiaison@grayson.edu) will be provided to the Coordinating Board.
Four Day Work Week
Dr. McMillen asked for a brief history on the college’s summer work schedule, and the
energy savings that result. Members briefly discussed the options of having uniform
hours across campus and having departments set their own hours.
Action/Motion: Members agreed it would be best to follow the published plan for this
year and to look at student traffic data before setting next year’s calendar.
Policy Update 27
Dr. McMillen asked the vice presidents to review the new TASB Policy Updates to
ensure compliance in their area(s) and to note any concerns. Concerns will be discussed at
the Council meeting in two weeks.
Action/Motion: No action necessary.
Announcements
•
•
•
•
•
Fall enrollment traffic – Marc Payne said that walk-in traffic was starting to
increase. Members mentioned the need to watch the traffic at the South Campus
since they are down a staff member.
Non-payment purge – Marc Payne said the purge for non-payment date is this
Thursday. He was asked to avoid purging High School Dual Credit students. He
assured members there were several groups of students who had received ‘no
purge’ codes so they would not be dropped from their classes, and that every
student who will be dropped has been notified.
CLARA participants for 2012-2013 – participants for 2012-2013 will be Brent
Archer, Chase Machen, and Gary Hensler
West Extension property trade – Grayson County Commissioners approved the
trade of the former Auto Body Building and $200,000 cash for asbestos
abatement, demolition, clean up and new grass on six abandoned West Extension
buildings. The County will take down and restore the property before receiving
the funds.
Dream Act Impact – Marc Payne reported that the college is experiencing an
increase in undocumented students applying for college admission.
3 of 4
•
•
•
Tax base update – Giles Brown said there was some positive news on the
estimated tax base numbers, but was still unsure how that might impact the
college’s local tax rate.
Soft drink vendor change – New bids were solicited for soft drink machines and
service, with Dr Pepper’s bid being selected. The new contract is for five years.
The EDA grant letter formalizing the transfer of the $2 million funds to the South
Campus for career and technical training is expected to arrive shortly.
4 of 4