MINUTES El Camino College Enrollment Services Division Managers Meeting Wednesday, February 18, 2015 10:06 a.m. to 11:38 a.m. Location: Student Services Center, Room 200 Present: Robin Dreizler, Alexis Estwick, William Garcia, Vicki Lockridge, Jeanette Magee, Cynthia Mosqueda, Dawn Reid, and Idania Reyes Absent: Michelle Arthur and Melissa Guess Agenda 1. Welcome William welcomed all Enrollment Services Division attendees to the meeting. 2. Enrollment Services Division a. Sign-Up for Nixle Alerts Text ECCPD to 888777 William encouraged all of the managers and leads to sign-up for Nixle Alerts via their cellphones. It is not required but encouraged. Nixle Alerts allow College employees to remain informed about occurrences on-campus and in the surrounding communities that may affect the campus. b. Accreditation Update William shared the cover letter that was sent by Accrediting Commission for Community and Junior Colleges (ACCJC) to El Camino Community College District (ECCCD) regarding the accreditation visit that took place in October 2014. The items that specifically affected the Enrollment Services Division included linking the enrollment management plan with the outreach plan; ensuring all service area outcomes, program plans and program reviews are recorded and updated in TracDat; and that there is a link between programs and funding requests. Copies of the letter were distributed to the attendees. It was recommended that the managers and lead review the entire response found online.
c. How Decisions are Made at ECC Document Review William reminded the managers and leads that a document titled, Making Decisions at El Camino College for 2012-2016, was approved by the Board of Trustees in October 2014 and that it should be referenced when inquiring about how decisions are made at the College. Given the length of the document copies were not distributed but it was noted that the document is available online via the Institutional Research webpage. d. Service Area Outcomes (SAO) Update William reminded the managers and leads that each entity is required to have at least three service area outcomes (SAOs) for the 2014-2015 Academic Year. The SAOs should be posted on each entity s respective webpage for the public to view. Robin who serves as our unofficial TracDat liaison has offered to help the managers and leads with entering SAO information into TracDat. e. FY 2015-2016 Enrollment Services Division Funding Requests The Enrollment Services Division managers and leads engaged in conversation regarding the seven funding requests for Fiscal Year 2015-2016. Although the division prioritized its funding requests during the January 2015 meeting, the process had to be repeated because the funding requests from First Year Experience (FYE) were removed from consideration and the funding requests from EOPS/CARE and CalWORKs were added. During the conversation it was agreed that the funding amount for the EOPS Outreach Computers would be increased to $12,000. The managers and leads agreed to the following prioritization. i. Student Conduct Management Software ii. Office Reconfiguration of Student Development Office iii. Administrative Assistant I for Outreach & School Relations iv. Administrative Assistant I for CalWORKs Program v. EOPS Outreach Computers vi. Smart Televisions for Student Activities Center vii. Student Services Technician for Student Development Office f. Personnel Update William reminded the division managers and leads that the proposed reorganization will take effect July 1, 2015. The FYE program will report to the Counseling Division and the EOPS, CalWORKs, and CARE programs will report to the Enrollment Services Division which will be renamed to the Student Support Services Division. Idania has been hired as the new Director of Student Equity Program effective March 2, 2015, and Dr. Dipte Patel has been hired as our new Dean of Counseling & Student Success
effective April 1, 2015. It was also announced that Lori Taniguchi, Administrative Assistant II for the Counseling Division will be transferring to the Office of Staff & Student Diversity and that a new Associate Dean of Counseling & Student Success will be hired later during the spring 2015. William informed the managers and leads that he is currently chairing four recruitments that include the Assistant Director of Financial Aid, Director of Student Development, FYE Secretary, and full-time Counselor (Puente/Generalist) position. 3. Assessment/Testing Center a. Common Assessment Initiative Update Vicki reported that the Chancellor s Office Technology Center recently announced the third party vendors that they plan to contract with for the common assessment to be rolled out during the 2015-2016 Academic Year. The College Board was not chosen which means that ACCUPLACER will be going away. This transition will be huge not only for Student Services but also for our colleagues in Academic Affairs and ITS. The academic divisions will need to learn of the new tests and determine test result cut-offs for proper course placement. ITS will need to determine and test how to perform the uploading of test results into Colleague for recording for proper course placement and for MIS Student Success submission. 4. Financial Aid Office a. Satisfactory Academic Progress (SAP) Update William announced that the SAP process was running for students who were on financial aid warning status prior to fall 2014 and for students who had successfully submitted an appeal and had a lock-in-list to determine eligibility for financial aid for spring 2015. Students who are eligible for financial aid will have funds disbursed by the end of February 2015. This process was late due to late final grade submissions by faculty which put Admissions & Records and ITS behind in their processes. b. Office Closure on Friday, March 27 th for Annual Retreat William announced that the Financial Aid Offices at both ECC and COM would close on Friday, March 27 th due to the annual joint retreat. The retreat is meant to bring the staff members together for training and preparation for the following award year. Notices will be posted in the respective offices, computer labs, and on the respective webpages. Permission for the office closure was granted during the fall 2014.
c. April 1 st Start Date to Award Aid for 2015-2016 Award Year William shared that the Financial Aid Offices on both campuses will begin to award financial aid for the 2015-2016 Award Year effective Wednesday, April 1 st. All financial aid forms will be made available in hard copy and online. Only the SAP Appeal Form will need to be completed online due to the three essay question responses required. William also reminded the managers and leads that students who apply for financial aid and submit all of the required documentation by June 1 st will receive a disbursement the first week of the fall semester, if eligible. 5. First Year Experience a. Student Recruitment Efforts for 2015-2016 Academic Year Cynthia shared that the FYE program continues to recruit students for the Fall Semester 2015. FYE Information Sessions are being hosted on most Tuesdays from 4:30 p.m. to 6:00 p.m. in the East Dining Room in the Bookstore Building. Prospective students must RSVP via the FYE webpage. 6. Foster Care a. Book Voucher Program with DCFS Alexis shared that the Foster Care Program is working with the County of Los Angeles Department of Children & Family Services (DCFS) to issue book vouchers to eligible former foster youth who are under the age of 21 and who are enrolled at ECC. The book vouchers will be in the amount of $450 per semester. Students will need to sign a contract with the county and Alexis will serve as the liaison oncampus. This pilot program will begin in spring 2015. A total of eleven students to be served with the greatest need who are also eligible to receive up to $4,999 in financial support from DCFS. b. Update Alexis reported that Foster Care is also working with the John Burton Foundation of San Francisco, CA to help identify and reach out to former foster youth enrolled at ECC and those who plan to enroll at ECC to inform them of priority registration and to help them complete all of the matriculation steps. Alexis also shared that PS- MAPP will host its third and last module for the academic year. 7. Outreach & School Relations a. Outreach Events to Meet March 31 st Priority Deadline
Robin shared his office has or will be proctoring over 40 off-campus assessment tests at high schools and other educational venues. Thus far over 600 students have been assessed off-campus. He hopes to assess approximately 1,200 students offcampus but short of the ambitious goal of assessing 1,500 students. Outreach & School Relations plans to actively participate in March Madness which is being hosted by the Counseling Division. Outreach counselors have been assigned to high schools in and out-of-district and are primarily drafting education plans. And on Saturday, March 7 th, Robin plans to help with Space Science Day. 8. Student Development No report. 9. Title V Graduation Initiative a. Transition Plans Idania reported that she will be assuming the duties and responsibilities of the Director of Student Equity Plan position on March 2, 2015. This means that she will be phasing out of the Title V Graduation Initiative leaving William to serve as the Interim Director and contracting with an external evaluator to help manage the grant through September 30 th and submit the final report due in early 2016. Idania also shared that the Title V Graduation Initiative has approximately $50,000 to spend in support of related initiatives supported by the grant. Managers and leads who are interesting in learning more about submitting funding requests should meet with Idania one-on-one. 10. Open Discussion a. Open Discussion Dawn announced that the EOPS Program will be hosting an on-campus conference for prospective students on Thursday, March 12 th. The EOPS Program plans to provide education plans and will be providing program orientations that will meet Title 5 requirements to be counted as initial orientations for MIS Student Success purposes. The Assessment/Testing Center was asked to assist with possible group assessment testing that day. 11. Adjournment William adjourned the meeting at 11:38 a.m.