Administrative Council January 31, 2017 Members Present: Vice President Dimkova, Dr. Gabriel, Dr. Haggray, Dr. Hilbert, Dr. Hill, Dr. Leidig, Dr. Loochtan, Dr. Lynch, Vice President Partridge, Vice President Sachs, and Vice President Weatherly. Guests: Ms. Charlotte Calobrisi, Associate Vice President for HR, Ms. Diana Cline, Budget Director, Dr. Syedur Rahman, Director of the Office of International Students and Sponsored Programs, Dr. Sharon Robertson, Associate Vice President for Academic Affairs and Ms. Robyn Seabrook, NOVA Legal Counsel. Dr. Gabriel and Ms. Dimkova led the meeting in the absence of President Ralls and Executive Vice President Schiavelli. OIR Report Dr. Gabriel distributed an enrollment 2016-17 FTES Projection by Campus report, as of January 31, 2017. The figures are compared to corresponding semesters in the 2015-16 academic year. • The annual 2016-17 college-wide estimate is a -4.1% decline. • From the Summer 2015 to the Summer of 2016, the college-wide FTES declined by -7.2%. • From Fall 2015to Fall of 2016, the college-wide FTES declined by-4%. • As of January 31, 2017, the estimated end-of-term Spring 2017 college-wide FTES are at a -3.2% decline. Dr. Gabriel provided information on an approach currently being employed by other that have experienced major enrollment declines. Institutions have targeted their high performing students who have done well in the first 8 weeks and provided an incentive for them to take additional courses by financing their textbooks. At the end of the semester, the textbooks are then returned to the bookstore. The Provosts supported the plan in general and offered to provide feedback to Dr. Gabriel on this option by the end of the week.
Transcript
Administrative Council
January 31, 2017
Members Present: Vice President Dimkova, Dr. Gabriel, Dr. Haggray, Dr. Hilbert, Dr. Hill, Dr. Leidig, Dr. Loochtan, Dr. Lynch, Vice President Partridge, Vice President Sachs, and Vice President Weatherly.
Guests: Ms. Charlotte Calobrisi, Associate Vice President for HR, Ms. Diana Cline, Budget Director, Dr. Syedur Rahman, Director of the Office of International Students and Sponsored Programs, Dr. Sharon Robertson, Associate Vice President for Academic Affairs and Ms. Robyn Seabrook, NOVA Legal Counsel.
Dr. Gabriel and Ms. Dimkova led the meeting in the absence of President Ralls and Executive Vice President Schiavelli.
OIR Report
Dr. Gabriel distributed an enrollment 2016-17 FTES Projection by Campus report, as of January 31, 2017. The figures are compared to corresponding semesters in the 2015-16 academic year.
• The annual 2016-17 college-wide estimate is a -4.1% decline. • From the Summer 2015 to the Summer of 2016, the college-wide FTES declined by
-7.2%. • From Fall 2015to Fall of 2016, the college-wide FTES declined by-4%. • As of January 31, 2017, the estimated end-of-term Spring 2017 college-wide FTES are
at a -3.2% decline.
Dr. Gabriel provided information on an approach currently being employed by other that have experienced major enrollment declines. Institutions have targeted their high performing students who have done well in the first 8 weeks and provided an incentive for them to take additional courses by financing their textbooks. At the end of the semester, the textbooks are then returned to the bookstore.
The Provosts supported the plan in general and offered to provide feedback to Dr. Gabriel on this option by the end of the week.
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Complete 2021 Reporting Industry Credentials
The VCCS strategic plan, Complete 2021, has one goal: to triple the number of credentials earned by VCCS students. Performance funding will take into account the number of industry credentials earned by students at each VCCS college. Dr. Robertson reported that to help implement Complete 2021 the College is expected to submit evidence of industry credentials earned by NOVA students in credit programs. She explained that Dr. Willie Pomeroy is working with the academic deans to collect the names of students who have earned such credentials recently as well as copies of their certificates that must be scanned into database. She asked for any assistance the Provosts could provide with collecting this documentation and offered her staff's help with entering data into the database. Mr. Partridge explained that Workforce already has entered certification information for hundreds of students who took training through NOVA; thanks to their ability to do their own testing, his staff have access to information that is not available when students take certification exams elsewhere.
Dr. Robertson will send a list of the workforce credentials approved by the VCCS to all the Provosts who will in turn discuss this with their Academic Deans.
MTT Faculty Workload Adjustments
HR Associate Vice President Charlotte Calobrisi gave a brief update on the proposal put forward to compensate faculty who teach MTT 4 four teaching credits, effective in the summer semester. A committee will be assembled to look into the implementation and how if may affect areas such as scheduling.
Compensation from Externally Sponsored Programs
Dr. Syedur Rahman, Director of the Office of International Students and Sponsored Programs, reported on regulations and compliance requirements compensation from externally sponsored programs. Both Federal (2-CFR) and VCCS regulations provide guidance. Dr. Rahman presented a draft document developed by both his office, and in close cooperation with Finance and HR, that provides guidelines for the college.
For teaching faculty, time spent on externally sponsored projects should be integrated into the individual's regular workload or overload. For administrative, professional, and classified staff, externally sponsored projects may be used to buy out time.
Ms. Cline provided several documented examples of conditions where federal and/or VCCS regulations were not followed and could potentially place the college at risk. In addition, nonapplication of such regulations could potentially make it difficult for NOVA to secure future grants. Dr. Rahman will send out a list of current campus grants to all Council members.
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The specific document is available at the Office of Grants Development and will be uploaded to the office website.
Assistant Dean Summer Compensation
HR Associate Vice President Charlotte Calobrisi distributed a proposed draft summer contract for full-time teaching faculty. The draft contract allows adjustments to workload assignments for full-time teaching faculty who perform assistant dean/program head duties, grant work, and other administrative duties during the summer session. The new summer contract allows these non-teaching assignments to be paid on the same pay cycle as the teaching assignments. Per VCCS policy, full-time teaching faculty may not exceed 13 workload credits in the summer session. Once the summer contract form has been finalized, it will be forwarded to the Provosts to share with their Academic Deans.
Ms. Calobrisi also announced that beginning July 1, full-time faculty contracts will no longer be sent to the home address but will be sent electronically to each faculty member via their NOVA email account. Faculty will accept the contract electronically instead of sending signed hard copies back to HR. Reminders will be sent out before the end of the spring semester asking all faculty to check their NOVA email in June if they are not teaching over the summer.
Commonwealth FY2018 Budget Update
Ms. Dimkova reported that if consistent approaches continue to be taken on all budget-related matters, as is now the practice, the budget for 2017 will be sound.
As it is still not known what additional state budget reductions may transpire, fiscal year 2018 may be more challenging. However, Ms. Dimkova stressed that if the budget plans developed last March are met, the college should be in good standing unless the state budget cuts are drastic. Current year revenues are expected to meet the budgeted level for FY2017.
Reston Center Update
Dr. Leidig gave an update on the Reston Center which is located adjacent to the Silver Line Metro stop in Reston. The current lease expires in October of 2017 and, because of planned area development, there is no opportunity for lease renewal or extension beyond December of 2017.
For the past 18 months, numerous alternative locations have been investigated within the immediate surrounding area with consideration given to proximity to the metro stop. The
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proposed replacement is a four-story office building located at 1821 Michael Faraday Drive, Reston Virginia, within walking distance of the metro.
They are hoping to include a biology lab in the new facility so that students can take an entire degree program on site.
Also under consideration is the possibility of entering into a partnership with Marymount University for some programs, co-locating them at Signal Hill.
Strategic Planning Committees Spring Semester Plan
Dr. Sharon Robertson, Associate Vice President for Academic Services, gave an update on the Strategic Planning process. The Academic Programs Steering Committee is reviewing the draft guided pathways submitted by the Learning Councils. It also is beginning to review the Learning Councils' responses to questions designed to elucidate the ways NOVA's organizational structure facilitates or hinders curriculum development and consistency across locations and instructional modalities. Dr. Robertson noted that already it is clear that the college needs a structure, something akin to the Learning Councils, to represent the four transfer degree programs that lack a core discipline-General Studies, Liberal Arts, Science, and Social Sciences. She also indicated that Councils are beginning to think of ways to integrate Workforce offerings with credit curricula.
Dr. Gabriel reported that the Council on Advising has had extensive discussions about establishing Advising Centers on each campus. The Advising Centers will function as a onestop center for all the students' advising needs. An iPASS system will be acquired by VCCS for use by all system colleges in the near future. NOVA will use the new iPASS system to facilitate advising in the new advising model. Further details are currently being discussed.
Dr. Sachs reported that the Council on Leaming Technology Resources did extensive information gathering including interviews, small group meetings, and surveys of faculty, staff and students. They also reviewed prior surveys and other data from the campuses. Based on this information they developed a set of recommendations, suggestions for those that provide LTR-related services, and a framework for an organizational structure to implement the recommendations. While all the recommendations may not make it into the College's strategic plan, they will be considered to be part of the College's IT Strategic Plan that will be finalized next year.
Mr. Partridge stated that is was also clear from reviewing learning council data that more guidance is needed on how we should consistently incorporate labor market information into our formal program review and program development processes. Also discussed in the Learning Council was how we make our AAS degree more "work ready" by ensuring students graduate with industry certifications and provide co-op or internships to ensure students have access to work-learn opportunities.
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Other Business/Announcements
Presidential Executive Order and College Speech and Expression Policy: Associate System Counsel/Assistant Attorney General Robyn Seabrook discussed the implication of the Executive Order placing a travel ban on individuals coming into the U.S. from certain countries. She also reviewed and the Council members discussed the Speech and Expression Policy and the application of the policy to protests, demonstrations and political speech. The college Speech and Expression Policy is based on VCCS policy and it establishes guidelines for the protection of all forms of speech and expression, for all members of the college community, on a wide range of public and private concerns. The policy is available on the College's website at http://www.nvcc.edu/policies/speech.html.
Upcoming Agenda Items:
• International Student Advising Proposal • Central Records Office • Graduate Application Discussion
