ENROLLMENT SERVICES
DIVISION COUNCIL MEETING
DATE: AUGUST 20, 2010
CHAIRPERSON:
Claudia Lee
MEMBERS PRESENT:
Theresa Clifford, Lorena Garcia, Patrick Imamura, Debbie Kyte,
Linda Lew, Chloe Smith
RECORDER:
Lucy Nelson
Handouts: Packet from August 17, 2010 SCA Area Council Meeting
The meeting began at 9:00am.
Introduction and welcome to the new ASO representative, Chloe Smith.
Review June 18, 2010 Minutes
1. Approved with no changes.
ECC Foundation Event
1. Celebrity event fundraiser on September 25 at 7:30pm in the Campus Theatre. $150 for
tickets goes towards the Foundation.
Newsletter Discussion
1. Council members have not forwarded the Newsletter to staff yet. It is easier to share
information to staff in this format by email. Be aware that information could potentially be
shared outside our division when sent via email. Keep in mind when submitting department
information for the newsletter. Share information about staff vacations only if it will be for
prolonged time and effect department operations.
2. Format discussion:
a. Does the information need to be limited? Comment was made that information was
detailed, organized and categorized in bullet format. Easy to find information at a glance.
b. Purpose of newsletter is for members to read in advance and bring questions to the
meeting. Everyone agreed that it would defeat the purpose if members read newsletter at
the last minute before the meeting. This format was created to make the meetings more
meaningful for the attendees and improve communication, dialog and processes.
Calendar:
c. Suggestion was made to add Financial Aid workshops to the calendar. Students must
schedule appointments to attend the Financial Aid workshops. After discussion, the
committee agreed it was important to see event information both in text and on the
calendar.
d. How to highlight important information? Suggestions included using color (but not
everyone has color printers); using asterisks, adding the department hosting the event.
e. Might be too much information to fit on calendar. Suggestion was made to create a
calendar in Outlook for Division Council members to access and add their own
information. The calendar could be printed and distributed at the meeting.
f. Suggestion was made to create a grid/spreadsheet of events under each department in lieu
of the calendar. Event information would include event name, date, time, location,
contact person.
g. Decision made to keep current calendar format. Each member will submit calendar
information under separate heading and will include event name, time, date, and location
– will add department hosting (i.e. FYE, FA, OaSR, etc.). Submission is for one month in
advance.
Text:
h. Should there be standard subheadings for each department (i.e. SLOs)? The Newsletter
should be shared with department staff; Division Council minutes are posted online and
accessible to all. Almost the same information is shared at the manager’s meetings. The
new meeting format was announced at the last manager’s meeting and hopefully the final
draft would be ready for the next manager’s meeting so that the same information isn’t
duplicated at their meeting.
i. Members were asked to submit their information to L. Nelson no later than the 10th of
each month. Assume what is submitted is final draft – not enough time to recheck
missing information. Information not submitted on time will not be included.
j. Suggestion made to feature (spotlight) a division staff member each month. Share this
idea with staff and gather names of those who may be interested in being featured in the
newsletter. Featured employee would be selected randomly. Develop template of
questions to ask – nothing work-related – and include a photo. Suggested questions to ask
include: hobbies, favorite movie/tv shows, favorite foods, restaurant recommendations
and why, astrological sign, unique talents/skills, something not commonly known about
them, pets, favorite quotes or mottos, role models, sports, most embarrassing moments.
Sharing
1. D. Kyte developed Financial Aid half-sheet checklist forms with help from Breanna
Anderson. Half-sheets inform students what they need to do and will be passed out to
students to determine if they have to wait in line. Students can use computer lab to turn in fee
waivers, check on forms they need in MyECC and make corrections on their FAFSA.
2. Getting ready post F.A. information on old FYE bulletin board, but need to post signs across
from line. Signs work if students read them. Drop box is no longer available because students
leave forms instructed not to leave in box. Wasted time returning incomplete forms back to
students.
3. F.A. Lab opens at 8:00am and office opens at 9:00. Lines start to form at 7:30am. Suggestion
was made to hand out F.A. information and half-sheet check-lists at the Information Desk –
D. Kyte will give forms to Info Desk. Will invite Financial Aid to Info Desk staff meeting.
4. Students waiting in the F.A. line for Testing - another issue. Suggestion was made to use
color-coded lines into Testing and F.A. Two lines in the hallway would block counselor’s
offices – maybe start Testing line in separate hallway. Post signs on wall opposite of
Financial Aid line may help.
5. Is there are reason Testing Office keeps their door closed? Might be noise issue. L. Garcia
will ask Vicki Lockridge.
6. L. Garcia and D. Kyte will follow-up at next meeting with what was discussed today.
7. President Fallo will announce at Flex Day General Session on August 26th, 9:00-10:00am,
newly approved classified staff openings. Managers may close offices so staff can attend the
General Session. Breakout sessions are 10:00-10:50 and 10:50 to 12:00.
8. Encourage your departments to stay on the SCA-SLO timelines.
Meeting adjourned at 10:00am.
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