Executive Council Minutes
March 19, 2014
Present: Jeremy McMillen, Giles Brown, Jeanie Hardin, Lorie Lefevers, Gary
Paikowski, Regina Organ
Recorder: Shelle Cassell
Guests: Debbie Smarr, Wanda Huff
Agenda Items
Substantive Change Policy and Procedure
Debbie Smarr presented a Substantive Change Policy and Procedure that would ensure the
College meets SACSCOC requirements for communicating institutional and program changes
with employees and with the accrediting agency. Once approved, Debbie will disseminate the
policy to appropriate personnel to ensure that these offices are aware of the requirements of the
Reporting Substantive Change Policy. The policy will be reviewed annually by the Curriculum
Committee, the Dean’s and Director’s Council and the President’s Executive Council. As part of
the College’s monitoring and reporting conditions, job descriptions for the SACSCOC, VP
Instruction, Deans, Director of E-Learning, Director of Dual Credit and College Connections,
Program Directors, and Department Chairs need to be updated to specify the role and
responsibilities of SACSCOC reporting.
Action/Motion: The Council unanimously approved the motion by Regina Organ, second by
Giles Brown, to accept the Substantive Change Policy and Procedure as presented. The actions
specified within the policy will be carried out as outlined. Updated and signed job descriptions
should be returned to Debbie Smarr by April 8.
Posted Business Hours
Giles Brown suggested the college designate ‘posted operating hours’ to support campus police
efforts to secure the facilities and grounds. Members discussed that generally accepted hours
might be 6:00 am until 10:00 pm during the regular business days. The posted hours would not
apply to dorm students or to college personnel performing their duties.
Action/Motion: Regina Organ will look at other college’s practices and Giles Brown will bring
back a finalized proposal.
2014-15 Academic Calendar
Regina Organ shared the detailed calendar for 2014-15 and asked for additions or edits. The
detailed calendar contains important dates and deadlines for the semesters as well as holidays
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and other events that impact the college community. A condensed calendar with major dates of
the semester, holidays that employees observe, and dates that class schedules are altered will be
made available.
Members clarified that since the Independence Day holiday (July 4) falls on a day outside of
regular business operations (a Friday this year); non-faculty employees will work with their
supervisor to take either Thursday, July 3, or Monday, July 7, to keep services open. Classes will
meet as scheduled that week. July 2015 will be handled the same way as 2014.
Action/Motion: No action was taken on the calendar at this time. Jeanie Hardin, Regina Organ,
Christy Klemiuk and Janet Hoover will meet to ensure the calendar provides the appropriate
class contact hours for every semester.
Human Resources Update
Giles Brown invited Wanda Huff to share an overview of the reorganization and focus of the
Human Resource office. She explained the services that will be provided and detailed a few of
the processes that will be streamlined, and asked that Executive Council members ensure that
appropriate employees participate in upcoming training sessions that HR will be scheduling. The
first updated process will be for Leave Requests. In addition to a new form, a new routing path
will become effective April 1, 2014.
Action/Motion: The Council supported the changes being implemented. Dr. McMillen will
distribute a campus-wide email to inform employees of the importance of the changes and to
participate in the training sessions as they occur.
Tuition, Fees, Room and Board Rate Discussion
Jeanie Hardin proposed course fee increases in Police Academy and Radiologic Technology. She
proposed the fee for CJLE 1506 increase from $150 to $200 to cover the cost of maintenance and
repair of vehicles used in training exercises. She proposed a new fee of $90 to be charged for
RADR 2431 and RADR 2401 that would cover the cost of the McGraw-Hill Rad Review Easy
online program that tests and remediates all content taught in the program.
Regina Organ and Giles Brown proposed increasing the meal plan rate from $1775 to $1825 to
cover the actual costs of meals provided by our vendor, Great Western Dining Services. The new
meal plan price for students will be $1940 ($1825 plus tax). Room rates will remain the same.
Members discussed a $4 per credit hour increase in general use fees (currently $8.00 per credit
hour) and no increase in tuition rates. Members wanted to be sure there were no rules that
warranted caution in making that adjustment, and asked Giles to conduct research.
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Action/Motion: The Council unanimously approved the following actions, all to be effective for
Fall 2014:
• Increasing CJLE 1506 from $150 to $200.
• Implementation of a $90 fee for RADR 2431 and RADR 2401
• Setting the meal plan rate at $1825 plus tax ($1940 total)
• Increasing the General Use Fee to $12.00 per credit hour.
The new rates and fees will be presented to the Board for final approval.
Final Curriculum Changes Recommendations
Jeanie Hardin shared the final adjustments to the degree plans that incorporate the new state
mandated Core Curriculum components into all Associate Degrees by Fall 2014. She also shared
a summary of the degree plan changes related to the 60 hour limit for Associate Degrees that will
be required for Fall 2015.
Action/Motion: The Council (voting via email after the meeting) unanimously approved the
recommendation to implement the Core Curriculum effective Fall 2014 as presented. Members
also voted to accept the 60 credit hour degree plans as presented, which will become effective
Fall 2015.
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