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May 7, 2008

May 7, 2008

AQIP Steering Committee Meeting - UC University Room

In Attendance: Co-Chairs D. Holt and J. Stephens, R. Althaus, L. Fluegge, C. Frazier, A. Gathman , D. Probst, W. Skinner, S. Snyder, D. Starrett, S. Swartwout, A. Vandeven

Absent: M. Ambery, C. Kaufman

Guests: J. Champine, H. Hill, D. Lo

Recorder: Christie Renner

Improving Information Distribution and Communication Update

Hamner Hill gave an update on Action Project #1 Improving Information Distribution and Communication. A document was distributed listing the case studies the AP Team has decided to work on for their communication project. A few changes were made to include the AQIP Steering Committee’s suggestions at the last meeting. The three case studies will be Strategic Planning, Career Linkages and the Technology Village. Members of the AP Team have been assigned to conduct interviews with a variety of key people who may have been involved in the project including Board members, President Dobbins, Executive Staff, faculty, staff, media and community members. Also listed on the handout is a list of questions that will be asked. H. Hill stated the AP Team will work on interviews and collect preliminary data over the summer. Discussion was held on if it was possible to track back how information was transmitted.

Strengthening Faculty-Based Academic Advising – Phase 1 Update

Jim Champine gave an update on Action Project #3 Strengthening Faculty-Based Academic Advising – Phase 1 Update. J. Champine distributed three handouts: (1) AQIP Goal: Strengthening Faculty Advising, (2) Draft version – Recommendations of the Academic Advising Council with Regards to Strengthening Faculty Advising, and (3) Faculty Advising Survey 2008. The data collection and in-depth discussion by the Academic Advising Council has identified four specific means to address faculty advising: Training, Resources, Processes, and Recognition (refer to handout 1). J. Champine reviewed the recommendations made by the Academic Advising Council. Some of the items that were highlighted in the discussion include

  • Developing an online faculty advising manual
  • Develop an advising training workshop to be held the first or second common hour in October
  • Develop a training session for administrative assistants
  • Modify advising-related information
  • Develop an Advising Toolkit
  • Create ready access to a list of active advisees via the portal
  • Facilitate both timely submission and processing for individual course substitutions and waivers in order to increase accurate student advising
  • Establish a defined process for submission and publication of changes to online curriculum guides

Discussion was held about taking another look at designing roadmaps with information for three semesters.

J. Champine stated that due to unforeseen complications with the data collection process on the faculty survey, the survey was resent to faculty to be completed again. J. Champine briefly reviewed the survey with the committee (refer to handout 3).

D. Holt shared information about a software program called DegreeWorks that would benefit our campus. It would allow for better degree planning and has the capability of organizing lots of information to be viewed in a variety of ways. He stated it could solve several issues that have been discussed. After discussion, D. Holt will arrange for a demonstration of DegreeWorks and invite members of the Academic Advising Council, IT staff and Registrar’s Office staff to attend. A comment was made that Truman State uses DegreeWorks. J. Stephens stated our staff should follow-up with Truman State or other universities that use DegreeWorks and get their feedback.

J. Champine stated a suggestion was made to add a tab on the faculty portal for FAQ’s and the online manual.

The committee discussed that they need to determine the next phase for this Action Project and whether it should be an AQIP project or University project.

Defining Indicators of Being the University of First Choice Update

Deborah Lo gave an update on Action Project #2 Defining Indicators of Being the University of First Choice. D. Lo distributed two handouts (1) AQIP Defining Indicators of University of First Choice Final Report and (2) AQIP: University of First Choice (Graphic Summary). D. Lo highlighted the final report stating the AP Team’s Charge was to define the measurable indicators that will help to actuate our institution’s development from a good institution to a great one, becoming the University of First Choice for students, faculty and staff. The final report lists recommended assessment measures for faculty, staff and students.

As D. Lo discussed the assessment indicators for students it was suggested to put a footnote that some students have the intention to only attend Southeast for a couple of years before transferring (e.g., physical therapy program, pre-vet program).

The final report on Defining Indicators of Being the University of First Choice will be submitted to the Strategic Planning Steering Committee.

Next Meeting

The next meeting will be scheduled in June. The steering committee will need to determine two new Action Projects to start. Also, the committee will need to talk about the next steps in writing the portfolio.


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