ENROLLMENT SERVICES
DIVISION COUNCIL MEETING
DATE: SEPTEMBER 17, 2010
CHAIRPERSON:
Arvid Spor
Carolee Vakil-Jessop, Sharonda Barksdale, Luis Barrueta, Lorena Garcia,
Julieta Ortiz, Chloe Smith, Elizabeth Fernandez
MEMBERS PRESENT:
RECORDER:
Carolee Vakil-Jessop
Review August 20, 2010 Meeting Minutes
1. The August 20, 2010 meeting minutes were approved with no corrections.
Follow-up on items discussed on 8/20/10
2. Discussion:
a. Newsletter purpose – tool to use to share information with others and it will allow more
time in division council to discuss other issues.
b. Calendar purpose – to list events which allows everyone to see quickly what other events
are planned
c. Calendar format – an excel template will be developed to allow for easy integration of
division activities/events.
d. Financial Aid lab in SSVC 204G working well and being used a lot. Computers are much
faster now. A dedicated server was needed for the lab. Datatel is available for the staff
member in the lab and this has facilitated the process for the students.
e. Improved signage in the hall with Financial Aid and Testing Center is coming. Online
options will be listed and hopefully they will use the online services. Some students are
confused and wait in line for financial aid when they want to go into the testing office.
Colored stripes on the floor to guide students to desired destination discussed. Trying to
find ways to help students complete paperwork needed without having to stand in line.
f. The subject of why the Testing Office door keeps its door closed was discussed. The
supervisor in Testing wants the door to remain closed as noise from the hall is disturbing.
The blinds could be open so people can see the office is open.
g. The newsletter information should be provided to Lucy by the 10th of the month and it will
be sent to council members before the division council meetings.
h. Information from the newsletter is helpful in SCA Area Council reports. Ok to present the
division newsletter to SCA Area Council meetings.
i. If the SCA Area council report is in the newsletter than it doesn’t need to be on the agenda
for Division council.
j. The structure of division council meetings was discussed. It was brought up that the new
structure of the meetings was to bring information from the district to council members to
share with their co-workers. The new structure would also allow council members to bring
issues or problems to the meeting allowing the members to brainstorm/collaborate together
to find solutions. The newsletter is the informative part of the council and the meeting is
the problem solving component of the division council.
k. A discussion about the computers in the lobby of the SSVC took place. Students were
referred to the East Lounge of the Activities Center to use those computers rather than
having the computers fixed in the lobby. These computers are down a lot and students are
blocked from applications like reading their ECC email, buying books from the online
bookstore, etc. A member informed the group that ITS can give access to selected websites
students use if you provide them with a list and request that they make these sites available.
A member of the division council is also on the technology committee and will bring up the
issue at the next technology meeting.
l. A problem with online registration is that SI sessions do not show up when a student
registers for the class and then the student registers for another class during the SI session.
It would be helpful to have a pop-up or notice to show up informing of the SI session so
they don’t register for the class. Increasing the field to have the whole description might be
a solution. Having the academic administrative assistants include the SI information in the
description of the class in Datatel may be a solution as well.
Open Forum
1. Welcome Week: Can Counseling and Admissions open at 8:00am during the first week off school
instead of 9:00am to alleviate the problem with lines in the lobby and out of the building?
Admissions opened early two days. Some students stood in the line for Counseling because they
thought it was the line to get in the building. Better signage would be helpful to inform students
what the lines are for. Ambassadors helped inform students about the lines. Cadets helped with
the lines as well. Some students stand in line because they want a live person to talk to them.
2. Financial Aid is having trouble with the auto-packaging software. They are working on March
right now. There are students who turned in the FAFSA’s late but they will receive their financial
aid before the students who did the FAFSA early because the auto-packaging issues are holding up
the earlier financial aid submissions. The people at the front counter are taking the brunt of the
anger from the students who turned in their materials early but who are still waiting for their
financial aid.
Updates
1. Financial Aid sent out 15,000 emails – SAP letters (disqualification letters) on August 18th. The
email had a faulty link. On the 19th they resent the emails with a correct link. If 1/3 of those
students turn in appeals, that’s about 5000 appeals to process. SAP appeals are being accepted in
the lab. The estimate is 6-8 weeks for appeals to be reviewed. Loan packets should be ready
9/27/10. Scanning for 10/11 is up-to-date. Behind on scanning 09/10. Live chat started last week
but it doesn’t appear to have been successful. SLO – trying to get third one completed by April
2011.
2. Club rush was very successful. Students did a great job organizing it. 50+ clubs active this
semester. Hip Hop Club and Society of Music provided entertainment. Upcoming events: Club
mixer 9/24/10 and Bloodmobile during the first week in October. AGS is accepting applications
through the sixth week of school. New photo id system installed. A few issues at first but they’ve
been resolved. Fourteen discipline cases since the beginning of September and 2 grievances, one
that is in the informal stage and one that is waiting for a hearing committee to be created to hear the
grievance. The new grievance process was reviewed. Working on plan builder for 11/12 and
program review. The program review deadline for SDO has been extended to Fall 2011.
3. Arvid handed out copies of the district budget book for 2010/2011 to the council members. The
district total budget is close to $500 million. The different funds were discussed.
4. The Director of Student Development position will open soon. Hoping to have the successful
candidate board approved in December so she/he can start in January.
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