Advising Improvement Committee
Meeting Minutes
September 1, 2015
The meeting was called to order at 10:04 a.m. by Candace Killian.
Attendees: Dr. Keith McClanahan, Candace Killian, Zeda Wilkerson, Chris Lorch, Kathryn Langston,
Kay Adkins, Kendra Smith, Rick Ramsey. Absent: Deltha Shell, Ruby Johnson
I. Advisor Training October 30, 2015
Candace asked for suggestions for the fall Faculty Advisor Training event. Kay Adkins suggested that
Zeda’s FERPA presentation would be beneficial for faculty members. Chris stated that faculty members
respond best to workshops that limit the “talking heads” and are interactive. He said that he received
positive feedback from last year’s small-group scenario discussions and would recommend providing
each group with enough time to review several scenarios this year. Kay suggested faculty members
alternate between breakout sessions covering topics such as the FERPA, the ACE model, and the new
SAP policy with hands-on case study explorations. Rick mentioned that the I.T. Department could
conduct a session for faculty members to walk them through the myOzarka advising tools, and Chris
suggested that a myOzarka scavenger hunt could be incorporated into the scenarios.
Dr. McClanahan asked if a myOzarka User Handbook exists. Rick replied that the handbook is out of
date, but he will check into a possible revision.
Zeda offered that her FERPA presentation could be incorporated into a case study. Dr. McClanahan
mentioned that ASU prints a FERPA card for all of their advisors and instructors with important facts and
dates on one side and a concise guide to FERPA regulations on the other. The committee agreed that a
similar guide would be handy for Ozarka faculty and advisors.
Chris suggested the Advisor Training be limited to one hour, perhaps scheduling division training on the
same day to maximize the time spent by faculty members. He advised against doing any breakout
sessions and voiced a preference for only doing the case studies and saving the breakout sessions for the
training prior to Thanksgiving. He reminded the committee that the purpose of the training is to prepare
advisors for open registration the following week, as the spring and summer I schedule will be released
just prior to advisor training.
Candace asked Chris if the ACE model will be implemented on sites other than Melbourne in the spring.
He replied that he’ll know more in October.
Chris asked if the student checklist, specifically the Third Party Release Form for FERPA, could be
placed in myOzarka for faculty viewing since faculty members do not have access to SONIS. Rick said he
would look into getting the information added to myOzarka in an easy-to-view format. Dr. McClanahan
asked if copies of official transcripts were in myOzarka, and Zeda responded that the official copy is not
there, but she has listed Ozarka credits and transferred credits under the “Transcript” tab.
II. New Perkins Focus
Kay and Kendra informed the committee of the new focus of the Perkins grant for the 2015-16 academic
year, which primarily focuses on career planning activities instead of advising. Kay will be exploring the
technical skills assessments presently administered at Ozarka and possible additional assessments. Kendra
will be helping to develop Career and Technical Education articulation agreements with local high
schools, with the directive to begin with a possible agreement with Highland High School and Ozarka’s
Information Science Technology program.
Zeda reminded the committee that Perkins employees are 25% institutionally funded and 75% grant
funded, and Ozarka may need to revisit their division of labor, as Perkins initiatives are designed to be
absorbed by the institution. She stated that the current career planning focus will be in place for two more
years, with possible modifications as needed.
III. Other Items for Discussion
The committee discussed the College Success course policy that students must successfully complete the
course within their first two semesters or only be allowed to enroll in College Success in their third
semester. Chris stated that the policy is communicated well and has to be in place or every student in
developmental coursework will have to be post-tested. Most colleges and universities have mandatory
new student orientation and College Success class.
Kendra expressed concern that the term “orientation” is used too often and is confusing to new students.
Students have been required to participate in New Student Orientation, Online Course Orientation and
College Success Orientation. Chris said that the terminology could be changed and the word “orientation”
removed from College Success. Online Course Orientation has already been changed to Introduction to
myOzarka.
Kay offered to help develop case studies for the advisor training. Candace said that the case studies can be
developed between now and the next meeting on October 6.
Adjournment
With no further business, the meeting adjourned at 10:33 a.m.
Minutes submitted by Kendra Smith