ENROLLMENT SERVICES
DIVISION COUNCIL MEETING
DATE: JUNE 18, 2015
Chairperson:
William Garcia
Members Present:
Alexis Estwick, Lorena Garcia, Rudi Lopez, Ngoc Tran, Carla Velasquez
Recorder:
Lucy Nelson
The meeting began at 9:00 a.m.
Review April 24, 2015 Meeting Minutes
The minutes were approved with no changes.
Updates-Issues
1. The Datatel Colleague system has been running very slow around the noon hour on a daily
basis. It is possible another process is taking place on Colleague at that time. The Financial
Aid office staff asked if they could use the non-web based version of Colleague when the
system is running slow. W. Garcia will confirm and follow-up with the Financial Aid
mangers. ITS is investigating this issue. The slowdown of the system delays service to
financial aid students and creates longer lines.
2. The division managers created a master calendar of all their department events and deadlines
for 2015-2016. The council members were asked to notify their managers when they have
dates to add to the master calendar. The master calendar will help to improve
communication and coordination of events within and outside the division. This is a
proactive means of planning and a way to avoid last minute planning.
3. The responsibility of managing the Student Success and Support Program (SSSP) budget
(formerly Matriculation) has transferred from Enrollment Services to Counseling.
4. Effective July 1, 2015, Enrollment Services Division will change its name to Student Support
Services Division; Counseling and Student Services will become Counseling and Student
Success. The First Year Experience program will report to Counseling and
EOPS/CalWORKs/CARE will report to Student Support Services starting July 1st.
5. W. Garcia will be the Dean of Student Support Services and Michelle Arthur will return to
serve as Director of Student Support Services. M. Arthur will support this division and the
Diversity Office.
6. Until further notice, there are no plans to move Assessment/Testing to Counseling.
7. The Title V Graduation Initiative five-year grant will end on September 30, 2015.
8. Student Welcome Day is scheduled on Wednesday, August 19, 2015 and begins at 8:30 a.m.
Free workshops and a resource fair are scheduled. Departments will be asked to staff tables
on the Library Lawn and provide information about their programs. Outreach & School
Relations would like to provide students with handouts, binders, boxed lunches, bottled water
and snacks on this day. Campus tours, orientations, testing, express counseling and
abbreviated ed plans will be available. A recommendation was made to provide student
planners to students. Counseling used to order and hand out student planners at their inperson orientations; the cost for planners could be covered by SSSP funding. The
Assessment/Testing office could reserve the Basic Skills lab in advance to provide additional
computers for testing on Student Welcome Day.
9. A total of 42 student ambassadors have been hired for 2015-16: 31 new ambassadors and 11
returning ambassadors. Eight ambassadors will be freshmen students. Julieta Ortiz will start
her maternity leave around July 16th. Training for the student ambassadors is scheduled in
July plus two supplemental trainings will follow. Four or five student ambassadors will be
trained and assigned to the Financial Aid Lab in SSVC 204G. Usually Federal Work Study
students who have patience and people skills are selected to work in the Financial Aid Lab.
10. One Stop Shop sessions beginning on August 1, 2015 in the Student Services Center will
provide testing, counseling/ed plans and orientations to students. The One Stop Shop
sessions, ending just before the start of the Fall 2015 semester, will make it easy for students
to complete the three requirements (testing, ed plan and orientation) for priority registration.
11. Foster Care will host clinics for former foster youth in August. These clinics may be made
available during the One Stop sessions.
12. Moves/changes within the division:
a. The Foster Care office currently in SSVC 204E (in the FYE office) will move to
SSVC 216.
b. Outreach & School Relations will gain office space in SSVC 210.
c. Counseling will take over the space in SSVC 213 and 215 to create a resource room.
d. The Financial Aid advisors are located in SSVC 209 and 211. Melissa Guess,
Director of Financial Aid, will move her office to Administration 138.
13. New division staff: Kristina Martinez - Assistant Director of Financial Aid, Greg Toya Director of Student Development, and Lizet Salazar - Student Services Specialist in Financial
Aid. The hiring process for the Assistant Director of EOPS/CalWORKs/CARE continues.
The meeting adjourned at 9:55 a.m.
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