OPERATIONS COUNCIL MINUTES January 13, 2014

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1 OPERATIONS COUNCIL MINUTES January 13, 2014 Attending: Chris Bailey Erin Brown Renee Carney Judith Chapar Cliff Hicks Lisa Matye Edwards Kristy Enser Brendan Glaser Sue Groth Kyle Hammon Karen Joiner Sandy Junker Grace Leaf Chad Meadors Mary Kate Morgan Joe Quick Brandon Ray Kendra Sprague Maggie Stuart Casey Tilton Recorder, Sandie St. Onge 1. UPDATE ON GOALS President Bailey called the meeting to order and introduced new members Grace Leaf and Mary Kate Morgan. Core Values - Chris provided a broad overview of the book Tribal Leadership by Dave Logan, John King, and Halee Fischer-Wright, outlining the five stages of culture or tribes that exist in any organization. This book will be available initially for Cabinet members, but may be borrowed for individual reading as time allows. Listen for the language being used and create visions to help move staff from Stages 1, 2, & 3 (Despairing Hostility, Apathetic Victim, & Lone Warrior) to Stages 4 & 5 (Tribal Pride & Innocent Wonderment). 2. MEETING TOPICS ctclink Survey Results - Kristy Enser provided a PowerPoint presentation from the State Board that reviewed the results of LCC s recent ctclink survey and OCM recommendations. It will be available soon on the LccLinked website. An LccLinked awareness campaign is coming and Kristy needs some cheerleaders for the September welcome back kick off ROUND TABLE International Program Lisa provided updates on upcoming travel to Japan in February--Lisa, Margit, and Chris and a second trip to China in April. With seven international students currently enrolled and plans for more by fall quarter, housing is more important than ever. If Legislative funding is made available, the current option being reviewed is a 14 unit building on Olympia Way. If local investors are successful in their plans, other options may be one floor/24 units in a prospective future local building or possibly some rooms at the Hotel Monticello. University Center Rene indicated that EWU is having internal problems and the classified position opening to replace Jennifer should be out soon. An MOU with City University is in the works. Warner Pacific will have a shared cohort this year and an LCC exclusive cohort next year. The UW announcement is set to come out the week of January 20. Business and Industry Hahli (Parvey) Clark is now the Executive Director for this area and requests are already coming in for customized training from Kapstone and Gibbs and Olson Engineering. Rural Outreach Rene provided a handout on the activities being provided at our various rural settings, including running start, college in the high school, testing, and workshops. Open houses are planned for Castle Rock this Thursday and Woodland next Thursday. Rainier is asking for information on setting up a site, too.

2 Student Success Wendy provided a brief report on OnCourse and indicated that LCC is applying for leader college status, which would open new grant funding opportunities. The EDA grant is still awaiting decisions that could provide $845,000 in equipment funds. Accreditation narratives are due at the end of this month. Final drafts will be prepared by the end of March for the virtual visit this fall. Community Conversations Lisa briefly outlined the basis for this quarter s topic Health and Wellness in Our Community which will start January 16 with Paul Youmans from Pathways 202 presenting the Community Report Card. Distribution: Roxana Ahmadifard Chris Bailey Tamra Bell Erin Brown Margit Brumbaugh Renee Carney Judith Chapar Lisa Matye Edwards Kristy Enser Marisa Geier Brendan Glaser Sue Groth Wendy Hall Richard Hamilton Kyle Hammon Cliff Hicks Karen Joiner Sandy Junker Lynn Lawrence Grace Leaf Chad Meadors Mary Kate Morgan Joe Quirk Brandon Ray Kirc Roland Kendra Sprague Maggie Stuart Casey Tilton Nolan Wheeler Operations Council Minutes of January 13, 2o14 Page 2

3 OPERATIONS COUNCIL REPORT - President s Office JANUARY 2013 President Chris Bailey Erin Brown, Foundation Sue Groth, College Relations Wendy Hall, Institutional Research, Planning and Assessment Kendra Sprague, Human Resources CORE THEME I: WORKFORCE and ECONOMIC DEVELOPMENT LCC resubmitted its application to the Economic Development Administration for equipment for the new Health and Science Building on December 11 th. Minor changes to the budget, based on recommendation from EDA staff in the Seattle regional office, were made. Highlights from this year s Professional/Technical and Customized Education Monitoring Report include: o Student performance in workforce classes as measured by grades of C or better: 80.6%, down from 82.4% the year before. o Licensure rates: 90% for NCLEX (Nursing) and 64% for WABO (Welding). o Placement rate in the workplace: 81% for LCC, compared to 78% for the system. o Employer satisfaction: 100% of employers ranked LCC grad professionalism as average or above average compared to other employees. o Relevance of programs: 92% of Prof-Tech alums rated their training at LCC as good or very good in relation to their job duties, up from 83% the year before. o Client assessment of programs and services: 99% of clients said the training/education they received from LCC met or exceeded expectations. CORE THEME III: STUDENT ACCESS, SUPPORT and COMPLETION Communications and Marketing Staff met with Career Services and Campus Services to share information about the Smart Service campaign and gather input on successful practices to better serve LCC students. Several departments have implemented the new signature and telephone messaging based on The Smart Service. As a result of those conversations, new maps were created to greet Winter Quarter students and guide them around campus on the first day of classes. CORE THEME IV: INSTITUTIONAL EXCELLENCE This month Human Resources helped welcome and orient new employees and finalized the recruitment of a number of positions. Human Resources offered professional development on the topic Motivating Yourself & Others presented by President Bailey. This session was well received with over 40 LCC staff members in attendance as well as some members of the Longview business community. The HR team continues to plan a full calendar of professional development opportunities for the Winter and Spring quarter as well as leading the District in preparations for faculty contract negotiations. New analysis tools for the LCC website are providing valuable information on viewer habits and interests. Nearly 75,000 people accessed the website for a total of 546,299 views during the month. Most visited pages included class information, program information and registration services. In the new Online Services section, the services accessed most often included Student Schedules, Unofficial Grades, Registration Appointment Times and Registering for classes. Of those visiting the site, over 20,000 used mobile devices rather than desk computers or laptops. New Hires Megan Wiggins, Assistant Director of Student Programs Julie Higgins, Program Support Supervisor (Head Start) Tyler Iddings, HR Consultant 1 (Payroll) Crystal Heitz, Education Planner, Worker Retraining Operations Council Minutes of January 13, 2o14 Page 3

4 Marketing: Media coverage in early December highlighted holiday concerts by the LCC choirs and symphonic band. The Jazz Night Concert featuring new director David Valdez and the Mark Morris High School band was postponed due to inclement weather and rescheduled for January 7. Chris Bailey s column in the Kelso- Longview Chamber newsletter highlighted the success of LCC s partnership with local high schools to improve math placement scores for recent graduates. Other end-of-the-quarter highlights included: History instructor Courtney Shah on being named a recipient of The Evergreen State College 2013 Teacher of Excellence Award; LCC s Salal Review was awarded the 2013 Campus Literary/Arts Magazine of the Year honors in its division by the Washington Community College Humanities Association, and the Fighting Smelt Forensics Team took top honors at the Clark College Iverson/Bacon/Vickery Memorial Speech and Debate Tournament in Vancouver in early December, over a field of nine community Colleges from the Pacific Northwest. Radio advertisements ran at the end of the month on the Bi-coastal Radio stations and KLOG/KUKN to encourage local residents to consider college studies towards a new career as part of their new year s resolution. Operations Council Minutes of January 13, 2o14 Page 4

5 OPERATIONS COUNCIL REPORT STUDENT SERVICES Lisa Matye Edwards, Vice President for Student Success Kirc Roland, Athletics Mary Kate Morgan, Disability Support Services Tamra Bell, Career & Employment Services January 2014 CORE THEME I: WORKFORCE and ECONOMIC DEVELOPMENT Create small, focused career events: o Career and Employment Services is hosting a career event with Boing on January 28 th. Boing will present information regarding industry trends, upcoming employment and career opportunities, qualifications they are seeking, and answer questions about their specific hiring process. o The Workforce Education unit is planning additional career related learning experiences for the winter and spring quarters including: an employer panel featuring HR staff from the Cowlitz-Wahkiakum region, Volunteer Fair, Careers in Education, the Career and Networking fair, Sophomore Career fair, and numerous other mock interview and company tour opportunities. Community Outreach: o As part of the campus-wide effort to provide outreach to the community, the Workforce Education Unit has partnered with Transitional Studies and Recruiting to create an action plan to deliver services to the Highland Neighborhood Association s new Community Center. LCC staff will deliver career readiness and financial literacy workshops as well as ABE, High School 21, tutoring services, and general recruiting for LCC. o Heather Wooldridge (Americorps) delivered a presentation to 50 individuals at the Community House discussing career services available at LCC. Outreach to partners: o Brian Sharp, Manager of Career and Employment Services met with the SW WA Workforce Development Council and WorkSource to discuss LCC s Career Center becoming an official Connection Site. This partnership will help all agencies involved further induplicate services, utilize resources to the fullest capacity, and pave the way for joint students-clients to experience a more seamless transition between agencies. CORE THEME III: STUDENT ACCESS, SUPPORT and COMPLETION Mary Kate Morgan, Interim Director of Disability Support Services and DSS staff, successfully operated the new Braille machine that was acquired in November, DSS is currently able to print exams and handouts in a timely manner for our visually impaired student. This advance is integral to the success of this student and future students. Megan Jasurda conducted a DSS all-staff training on December 18 th, reviewing processes such as documentation guidelines, disability coding, and adaptive technology procedures. This training was informative and vital to maintaining a high level of integrity, support, and customer service to students with disabilities. Opportunity Grant Coordinator Heidi Hamer met with representatives from NConnect to establish mentors for students attending Winter With the goal of improving access, Career and Employment Services has developed a pilot schedule for the winter quarter career workshops which better aligns with students class schedules. CORE THEME IV: INSTITUTIONAL EXCELLENCE The ctclink College Readiness Assessment survey results are in. The survey was open to all faculty and staff, and participants had 10 business days to complete it. The survey had 18 multiple choice and open ended questions. A total of 110 individuals completed the survey. *Note* - Opening the survey to all populations/roles represented different levels of exposure to the project which may have impacted the results. Operations Council Minutes of January 13, 2o14 Page 5

6 Overall the results were positive and survey participants are very enthused and eager to learn more about the project now. The complete survey results will be available on the LCC ctclink web page in the near future. Business Process Diagram spreadsheets have been created for each pillar Campus Solutions, Finance, and Human Capital Management - to help identify and categorize business processes and highlight those that are significantly different or unknown. This information will be used to determine what tools and training will be needed to facilitate the transition to PeopleSoft roles and business processes. Kristy will share the spreadsheets using SkyDrive online storage for files that you can access from anywhere and multiple people can access and work on these documents at the same time. To get access to the spreadsheets using SkyDrive, you will need a Microsoft account using your lowercolumbia.edu . Kristy will be sending out instructions with all of the details by January 21. TOPICS OF INTEREST ENROLLMENT RECOGNITION/PERSONNEL Bunpa Lim has resigned his position in Student Support Services to take a job at WSU-Vancouver. Megan Jasurda has resigned her position in Disability Support Services to join her husband in the Seattle area. Mary Kate Morgan will take on interim Director responsibilities until a job search has been completed and Shannon Vantrease will temporarily move into a full-time support position in the office. Meghan Evans has been hired as a Program Assistant in Registration and Stephanie Ruvalcaba will take on part-time duties, as well. Megan Wiggins has started her new duties as Assistant Student Activities Director. Her vacated position will be posted soon. STUDENT ACTIVITIES/ATHLETICS LCC student athletes finished the fall quarter with a combined GPA of o Women s Soccer o Softball and Women s Basketball o Baseball o Men s Basketball o Volleyball at 2.24 The LCC women s basketball team took third place in the Holiday Classic tournament. Haley Hibbs was named to the all-tournament team. Baseball Coaches Grady Tweit and D.J. Lidyard attended the National Baseball Coaches Convention in Dallas January 2-5. Operations Council Minutes of January 13, 2o14 Page 6

7 INSTRUCTION January 2014 Brendan Glaser, Dean of Workforce Education & Community Education Kyle Hammon, Dean of Instructional Programs Karen Joiner, Dean of Instructional Programs/Director of Nursing Maggie Stuart, Dean of Instructional Programs/Director of Library Sandy Junker, Director of Head Start Core Theme I: Workforce & Economic Development Lower Columbia College is one of two community colleges in the state that offer a course to prepare for the medical assistant certification test. Certification is now required of all new medical assistants, and within five years for all existing medical assistants. LCC s course is available online. Career Pathways Manager is building four new pathways and articulations with Evergreen School District in Clark County in the areas of Computer Science, Business Technology, Accounting, and Business Administration. This new partnership will increase the amount of students LCC is serving in this area and expand the number of pathways available in Southwest Washington. Lower Columbia College has been awarded a $72,500 Job Skills Program Grant to assist Portco Packaging in Woodland with training needs. Portco produces high end packaging products for the food, construction and retail industry with clients like C&H Sugar and Bob s Redmill. The company recently relocated to Woodland and invested $80,000 plus in a high tech printing machine that allows them to print custom graphics on film. Lower Columbia College is partnering with Cowlitz 2 Fire and Rescue to provide new hire firefighter assessments using the ACT WorkKeys system. LCC conducted assessments for 10 intern firefighters earlier this year and based on the quality of the intern applicants, Cowlitz 2 has asked LCC to work with them to identify appropriate assessments for open positions. A final determination of assessments is set for January Core Theme II: Transfer & Academic Preparation City University proposed adding their Bachelor of Science for Criminal Justice and their Bachelor of Science for Computer Systems to their offerings through the University Center. They drafted articulation agreements for both programs and LCC is currently reviewing and building the pathways to match those articulations. The goal is to have the MOU and articulations complete by January Washington State University Vancouver visited in early December to review their dedicated office space. They will be sending a proposal for branding the two dedicated offices. Online enrollments continue to demonstrate an upward trend for Winter As of December 30 th the online enrollments were up 10% from this time last year. LCC elearning numbers continue to look good overall. Winter 2014 is offering 92 online, 62 hybrid, 158 enhanced, and 206 informational courses. The elearning office is providing services to over 1,400 FTE through all of these modalities. Math Boot Camps were held in December, and all students who retested placed at least one level higher. The Math Boot Camps support our ATD work in getting students to college level more quickly and at a lower cost to students. Effective December 1, 2013 LCC will be participating in the SBCTC contract for Canvas. The cost per FTE (based on the FTE reported to IPEDS) remains the same and SBCTC picks up the cost of the Premium Support, saving LCC 20% of the contract cost (around $3k - $4k a year). Core Theme III: Student Access, Support & Completion Computer Science and Early Childhood Education are participating in the WAOL (Washington Online) shared course system. Computer Science is offering a Digital Forensics course as part of the Homeland Security articulation with Pierce College and Early Childhood Education is exploring shared courses as part of the SBCTC ECED Collaborative Project. Participating in the WAOL shared course system allows students to increase the variety and number of course available. The benefits to LCC include retaining FTE s and collecting revenue from participating colleges. Operations Council Minutes of January 13, 2o14 Page 7

8 Five LCC faculty tested the ProctorU service which allows students to take online proctored exams in the convenience of their home. ProctorU provides a live proctor which verifies the identity of the student through 2 pieces of ID, checks the student s surroundings by asking them to pan their webcam, inputs the password to the exam, watches the live test via webcam and listens to the surroundings via speakers. In Fall 2013, 152 proctored exams were completed through ProctorU by 38 individual students. The most interesting fact was that the majority of these students were beginning their proctored exams from 6pm to 10pm. Core Theme IV: Institutional Excellence Chris Bailey, Brendan Glaser, Erin Brown, and Renee Carney met with Representative Chris Reykdal to share college initiatives - specifically the Rural Outreach, Regional University Center, and Student Success Fund projects. Representative Reykdal shared that LCC s Rural Outreach project possessed all of the outcomes intended in the Online Highschool Bill brought forward during last year s session. Representative Reykdal was pleased LCC developed a model focused on service, access, and student success using existing funds. TOPICS OF INTEREST Recognition / Personnel Welcome to Grace Leaf, Vice President of Instruction Courtney Shah, history tenured faculty, was recognized as a recipient of The Evergreen State College 2013 Teacher Excellence Award. This award is designed to honor teachers how have had a significant impact on the lives of students. The college's arts magazine, The Salal Review, led by Hiedi Bauer, was named best literary arts magazine by the Washington Community College Humanities Association. Joan Herman s proposal to establish a Faculty Learning Community on campus to study collaborative learning more in depth has been awarded a $5000 grant by the State Board for Community and Technical Colleges. The FLC will pick up where the two-day in-service on collaborative learning left off (in September) and continue the work we began there. Daniel Jager, a former LCC student who was awarded an exceptional TRIO grant to assist his application to graduate school, has been invited to join the McNair scholars program at CWU. The Nurse Pinning ceremony was held on December 12 in the Student Center with 22 graduating nurses Upcoming Events January 7 th is the opening reception (4-6pm) for the next gallery show featuring Jeana Edelman and James Lilly. Jeana s art work is small scale acrylics worked in abstract color-field paintings. Jeana has her MFA from Columbia University is from Portland, OR. James Lilly creates dimensional work featuring fish, crabs, and whales working with acrylic on wood. James has his MFA from the Claremont Graduate University. The exhibit will run through January 24 th. Operations Council Minutes of January 13, 2o14 Page 8

9 Auxiliary Program Head Start New hire/resignation: Selah Mitchel, Social Worker 2 (Family Advocate) has been hired to replace Kristen Nunes at our LCC East site. Selah worked as a Family Advocate for our program in the past for 11 years. Shawnee Granger has resigned her position as the Child/Family Liaison effective June 27, This position works with our waitlist population providing weekly Play and Learn Groups for children that are 3 and 4 years old and Love, Talk, Play groups for our infant/toddlers. ECEAP Review Update: Our Fiscal Audit portion of our ECEAP review happened on Dec. 9 th, but the rest of the review has been postponed due to weather conditions. We hope to have it complete by the end of January. Two Parents Selected as Washington State Parent Ambassadors: Two of our program parents were selected as one of 20 across Washington State to be a Parent Ambassador, which is a one-year commitment to learn leadership and advocacy skills. This is a wonderful opportunity for Heather McBride and Amber Buckley. United Way Help - food/blankets/toys: Our program has received blankets and toys from Walmart through the United Way to be distributed to our families. Also, we have received food donated from Simpson Lumber for our families in need. We have 21 families who are desperate for food at this time of year, so this is a welcome gift! Georgia Pacific donated hundreds of paper towel rolls. Head Start is proud to be a United Way agency. Other Community Support: A family donated a Hop N Grape Meal for 135 families that attended a Broadway parent education meeting; socks and hats were donated from the Retired Longview Public School Employee Association; NORPAC donated coats, hats, boots; 481 knitted hats for each child donated by the RSVP through CAP and a $1,000 private donation for our general fund. Medical Health Care Institute held Nov. 21 st where 96 parents signed up to learn ways to care for their children when their child gets sick through a medical reference guide put out by UCLA and Johnson and Johnson. Hilary Gillette-Walch, RN from the Cowlitz Health Department assisted in the training. Parents left with a medical reference guide and other supplies to assist them in keeping their children healthy and safe. This was made possible through a grant from the Cowlitz Community Foundation. Grants Submitted: We submitted a grant to the United Way for $55,000 to support our Positive Behavior Support Program that funds our two licensed Mental Health Therapists that do individual child observations, parent consults, teacher mentoring/training Parent Process Group: Managing Emotional Mayhem from Conscious Discipline is a 5-week course for parents starting January 22 nd. The group will learn the five steps for self-regulation and to regulate their own emotions so that parents can help their child regulate his/her emotions. Sandy Jaecksch, MA, LMHS and Suzanne Snow, MA, LMHS will be doing the group. In-person Assister Collaboration: Head Start is partnering with other agencies by having them come to our centers to assist parents in signing-up for health insurance through the Washington Healthplanfinder and/or be able to answer their questions more easily. This has been a great collaboration with the Family Health Center and Youth and Family LINK. Operations Council Minutes of January 13, 2o14 Page 9

10 LOWER COLUMBIA COLLEGE OPERATIONS COUNCIL REPORTS Administrative Nolan Wheeler, VP Services Desiree Gamble, Payroll Richard Hamilton, Campus Services Cliff Hicks, Bookstore Joe Quirk, Business Services Brandon Ray, Information Technology Casey Tilton, Safety & Security January 2014 CORE THEME III: STUDENT ACCESS, SUPPORT and COMPLETION Due to the implementation of in-house check processing in October, the Finance Office was able to process and mail approximately 1750 financial aid checks for winter Quarter by January 3, The efficiencies gained from running checks in-house allows Financial Aid two or three additional days to process applications and verify awards for students. The process is as efficient as ever and the combination of assistance from both Student Services and Finance has been extremely successful. Food Services welcomed back Manager, Cindy Robbins after a three month leave of absence. During her absence, Lisa Smith stepped up to manage the daily operations and performed admirably. We are very happy to have Cindy back and truly grateful to have had Lisa s dedicated extra service during this critical time. Thank you! The LCC Book Store held a very successful Faculty Appreciation Day on 12/16, where faculty were able to purchase items at deeply discounted prices. Also, possibly a first in LCC history, as 100% of the faculty completed their text book adoptions through the Book Store, two weeks prior to the start of Winter Quarter. Well done! Sales revenues at the Book Store eclipsed December 2012 levels by 41%! The Woodland High School and Castle Rock High School rural outreach centers are complete. The Castle Rock center open house will occur on January 16 th from 2:30 to 5:30. Woodland s open house will occur the following Thursday, January 23 rd. CORE THEME IV: INSTITUTIONAL EXCELLENCE Facilities Master Plan: We had a great Re-Kickoff meeting on November 20 th with a lot of great discussion. Our next meeting is scheduled for January 30 th. There will be four 2 hour sessions. The scheduled sessions are Economic Development and Training at Lower Columbia College, International Programs, University Center, and Student Services. Invitations to these sessions will be sent this week. Information Technology Services: o Information Technology Services continues to upgrade/replace Windows XP systems with Windows 7 on campus. Currently 1048 systems have been converted with 137 remaining. o ITS staff were able to decommission an older database server, saving energy. Energy use has become a part of parameters used for selecting equipment. Operations Council Minutes of January 13, 2o14 Page 10

11 o ITS staff upgraded several network closets around campus with equipment to support the fast approaching Voice Over IP phone system. Capital Projects o Health & Science Building The project continues to impress as it moves forward. Casework throughout the facility is in place and will be finished during January. By the time you read this, all windows will be installed and the building sealed up. The classroom furniture has been ordered with an expected delivery date in late March or early April. We are waiting to finalize a couple of office orders with faculty before we place the office furniture order. The Audio Video equipment selected last spring during several meetings with faculty is nearly ready to bid out for an early March to end of April installation schedule. We continue to conduct building tours with faculty, staff, students and members of the community to showcase our new facility and science labs. o Fitness Center This project continues to present challenges but the contractor and project management team has done an excellent job at resolving these issues. We are taking advantage of the opportunity to improve the infrastructure by add a new sanitary sewer line between the Gym and Applied Arts. Currently we have a 4 line in the ground with roots throughout the line but it will be replaced with an 8 line to improve flow. The contractor has been working exclusively on the site work preparing the foundation and footings and should be pouring concrete in the near future. o Traffic Safety Improvements (19 th & 20 th Ave) This project turned out extremely well. The lighting improvements and bulb outs have improved both intersections and improved pedestrian safety at both intersections. This project is complete and was a great safety improvement for the campus and community. o Other 2014 Projects Fire Alarm System Upgrade Campus-wide Working on scope and timeframe. Tentatively scheduled for next summer. Student Center Chiller Replacement Working on scope and timeframe. Tentatively scheduled for April & May of Boiler #2 Burner Replacement Working on scope and timeframe. Tentatively scheduled for July & August of Various Roof Top Units (RTUs) (campus-wide) Pending summer 2014 Student Center South Roof Replacement Working on scope and timeframe when to complete this project. Tentatively scheduled for next summer. Operations Council Minutes of January 13, 2o14 Page 11