Student Success & Support Program Date and and Student ......Ana Sofia Ramirez-Gelpi, Janet Ford, Larissa Nazarenko, Joanna Davis, Karen Tait, Kerry Runkle . Guest(s): Marian Quaid-Maltagliati,

Student Success & Support Program and Student Equity Committee Minutes

Date and Time:

April 16, 2015 10:30-12:00 pm

Meeting Place: Board Room

Called to Order: Chair: Nohemy Ornelas, VP Student Services Note Taker: Cintia Mendoza

3SP Committee Members Present:

Nohemy Ornelas, Christian Gardner, Stephanie Robb, Yvonne Teniente, Mallory Martenis, Ana Sofia Ramirez-Gelpi, Janet Ford, Larissa Nazarenko, Joanna Davis, Karen Tait, Kerry Runkle

Guest(s): Marian Quaid-Maltagliati, Petra Gomez, Carissa Perales, Diana Perez, Maria Solis, Carol Moore

Agenda No. 1 Welcome and Overview of Agenda – Nohemy Discussion: • Nohemy welcomed everyone to the meeting and requested that agenda item no. 3 be moved to the beginning of

the agenda.

Agenda No. 2 Review and Approval of February 19, 2015 and March 23, 2015 Minutes - All

Discussion:

• Marian requested that because she is no longer a committee member, that her name reflect her as a guest instead of a committee member.

• Joanna moved, seconded by Kerry to approve the Minutes of February 19 and March 23, 2015 as revised.

Agenda No. 3 Programmer 3SP/Student Equity – Carol Moore/Nohemy

Discussion: • Carol reported to the committee the need for a new position in IT Services to support the functions of 3SP and Student Equity. IT Services currently supports these functions, but cannot continue to do so because they are overly extended.

• The new Programmer position would be funded through 3SP and Student Equity funds. • Resources are needed to support Degree Works, Xtender Recruiter, SARS, ARGOS reports, early alert system,

E-Transcripts, Banner work flow and a lot of other IT Services. • Carol is currently working with HR on refreshing current IT job descriptions and job descriptions will soon be

going to CSEA for review. • Thank you Carol and Janet for all of your efforts in supporting Student Services! • What is the process for requesting positions to be funded by 3SP and Student Equity? Is it a first come, first

serve process? There needs to be a mechanism for this committee to review needed positions. • Currently we do not have any changes to the 15/16 3SP Plan. It would be good for the committee to look at the

Plan and budget during a work meeting next month. Agenda No. 4 START Retest Policy Recommendation - Karen

Discussion: • Condition no. 2 “The original test scores are within 5 points of reaching the next level of math, English and/or ESL” has always existed.

• The math department is okay with condition no. 1 “At least 2 weeks have passed since the first test (to allow for extra study and preparation). Karen will check with Julia Raybould-Rodgers to make sure the English department is okay with condition no. 1.

• Everyone liked the new process. Language is not clear when multiple measures can be used or when student needs to appeal. It was recommended that language be rewritten for clarity before putting language in the catalog.

Agenda No. 5 Cultural Proficiency Professional Development - Nohemy

Discussion: • Joseph Domingues and Peter Flores from Santa Maria High School did a presentation regarding Cultural Proficiency at the Student Summit.

April 16, 2015 3&SP Committee Meeting Minutes Page | 1

• Corwin will be holding a Cultural Proficiency conference in Santa Maria on June 18th and 19th. Kerry and

Stephanie will promote the conference through the professional development site. Could have up to 50 people attend Would like students to attend. Would like 3SP and Student Equity committee members and Student Services staff attend.

Agenda No. 6 Report/Status from Subgroups Discussion: • Modules - Nohemy: Veronica and Margaret received storyboards from Paul Zimmerman for the academic

module. Our target was March and now targeting for April or May. We do not have information on the Spanish translation. Nohemy will follow up.

Agenda No. 6 Next 3SP Committee Meeting

Discussion: • May 28, 2015, Board Room, Building B

Meeting adjourned at 12:00 p.m.


Student Success & Support Program (3SP) and Student Equity Committee Meeting

Agenda April 16, 2015 • 10:30 – 12:00 pm

Board Room, Building B Chaired By: Nohemy Ornelas / Note Taker: Cintia Mendoza

1. Welcome and Overview of Agenda – Nohemy

2. Review and Approval of February 19, 2015 and March 23, 2015 Minutes – All

3. Programmer 3SP/Equity – Carol - Nohemy

4. START Retest Policy Recommendation – Sharon

5. Cultural Proficiency Professional Development - Nohemy

6. Report/Status from Subgroups:

• SAP/AP – Rob Parisi

• Modules – Veronica Sanchez & Margaret Shigenaka

• Tech Initiative – Marian Quaid-Maltagliati

• Data Analysis – Laurie Pemberton

• Professional Development – Kerry Runkle

• Job Descriptions – Nohemy Ornelas

7. Next SS&SP Committee Meeting: Thursday, May 21st, Boardroom, Bldg. B.

SS&SP and EQUITY COMMITTEE MEETING AGENDA March 23, 2015


Date and Time:

March 23, 2015 10:30-12:00 pm




Nohemy Ornelas, Marian Quaid-Maltagliati, Dana Valverde, Christian Gardner, Margaret Shigenaka, Veronica Sanchez, Sharon Alldredge, Stephanie Robb, Juanita Tuan, Will Bruce, Yvonne Teniente, Mallory Martenis, Sofia Ramirez-Gelpi

Guest(s): Petra Gomez, Carissa Perales, Hector Alvarez

Agenda No. 1 Welcome and Overview of Agenda – Nohemy Discussion: • Nohemy welcomed everyone to the meeting. There were no changes to the agenda.

Agenda No. 2 Waiving Requirements for Appeal to Register on Priority Day - Marian

Discussion: • The Technology Initiative subgroup met with Christine Reed regarding not requiring students to appeal for priority registration who have earned over 100 units. A proposal was presented to Nohemy where she had questions about other students with high unit majors. The subgroup checked with Janet Ford and we cannot do it simply by high unit majors because students can change their major during registration and there is nothing in the system to block them.

• Foster Youth students are flagged in Banner and the conditions do not apply to Foster Youth in the state. Follow Up: Subgroup will meet again and bring recommendation to the 3SP Committee.

Agenda No. 3 Add College Now Class/Credit by Exam - Sofia

Discussion: • There is a question regarding the classes listed on the College Now list and adding classes to that list. Sofia is currently looking at the process in general and looking at board policies. Currently there is no board policy for Credit by Exam.

• There was discussion in AP&P about printing the list in the catalog. The list goes to AP&P and AP&P finalizes it. The list should be done by April 5th.

• Admissions and Records cannot override in Banner courses that are not on the College Now course listing. • If more discussion is needed, a decision does not need to be made at the April 5th AP&P meeting. • Courses that are not on the College Now course listing cannot be appealed. • It is important to be consistent in giving information. College Now numbers will be going up because of dual

enrollment efforts. • Sofia will follow up with making a list on-line and with AP&P. List will be forwarded to Marian when it is

completed. • It would be a great to get the College Now course listing in the catalog.

Agenda No. 4 Equity in Action Conference - Nohemy

Discussion: • We have been asked by the Campus Professional Committee what our process is on getting word out about participating in professional development.

• Perhaps it would be a good process to forward personal development information to the subcommittee and the subcommittee will work with Nohemy.

• Nohemy needs our help to clarify what 3SP and Student Equity funds are used for. Funds are to support the institution. There is an accountability and outcomes that is reported to the Chancellor’s Office

• We need to go back and see what our priorities are. We are looking and hiring an LAP counselor, Foster Youth counselor, and a part time counselor.

March 23, 2015 3&SP Committee Meeting Minutes Page | 1

• Perhaps a good tool we can use is HR’s web page where they list personal development opportunities. • People can apply for personal development by going through Stephanie and Kerry. • It would be good to create a template so when we do end of the year reporting.

Agenda No. 5 Report/Status from Subgroups Discussion: • Budget & Reporting - Nohemy: We are required to submit mid-year reports to the Chancellor’s Office. We

received less in non-credit than what we anticipated. We requested an additional $10,000 to fund summer coverage. We have been extended thru December 31st to spend funds. Funds are available in 3SP. Looking at IT resources and it looks like we may need a programmer for 3SP only. Still planning on hiring two 3SP Counselors, 2 Counseling Technicians, and Research Analyst. Does IT have a program review? We need to get all our reporting aligned. Concerned we have systems in place but we relate a lot with technology. Carol is looking into hiring two positions. Currently working with FY14/15 budget. We are building in these positions for FY15/16.

• SAP/AP – Rob: Work group met. Went to State Wide Computer meeting. Appeal process piece still being worked on.

• Modules – Veronica/Margaret: Still waiting on Cynosure. Already reviewed the storyboards for academic advising.

• Tech Initiative – Marian: 75 unit warning e-mail was sent out this morning notifying students how this can impact their registration status. The script will run for two weeks beginning tonight.


Discussion: • April 16, 2015, Board Room, Building B

Meeting adjourned at 11:55 a.m.

March 23, 2015 3&SP Committee Meeting Minutes Page | 2


Agenda March 23, 2015 • 10:30 – 12:00 pm



2. Waiving Requirement for Appeal to Register on Priority Day - Marian

3. Equity in Action Conference - Nohemy








5. Next SS&SP Committee Meeting: Thursday, April 16th, Boardroom, Bldg. B.

SS&SP and EQUITY COMMITTEE MEETING AGENDA March 23, 2015


Date and Time:

February 19, 2015 10:30-12:00 pm




Nohemy Ornelas, Sharon Alldredge, Janet Ford, Joanna Davis, Marian Quaid-Maltagliati, Dana Valverde, Christian Gardner, Margaret Shigenaka, Veronica Sanchez, Kerry Runkle, Stephanie Robb, Karen Tait, Juanita Tuan,

Guest(s): Christine Reed, Marla Allegre, Carissa Perales, Diana Perez

Agenda No. 1 Welcome and Overview of Agenda – Nohemy Discussion: • Student Equity Plan was provided to everyone.

• The Student Success Summit date changed from April 24th to April 3rd. We will be sending out a save the date e-mail for the summit.

Agenda No. 2 Review and Approval of January 15, 2015 Minutes – All

Discussion: • The January 15th minutes were approved with a minor change correcting the spelling of Christian Gardner’s name.

Agenda No. 3 Updates to Priority Registration - Janet

Discussion: • Janet shared with the committee the Priority Registration 3SP Components. • Priority registration completion codes for student by term can be used in Banner INB-SVAMSTD. There are six

tabs with different components. • The first tab which is Counseling and Advising contains the program that will run every hour during the term

when the registration cycle starts. • Janet updated security groups and Counseling and A&R have service access to this form. • Nothing is live yet; waiting for Cynosure to get all the pieces linked. • In Banner SSB, students will be able to see their registration and priority status during the current term. • Priority registration for the current term will show on the student profile. • Education Goal and Exemption Status by term can be found in Banner INB-SVAMSHD which are posted after

the term during MIS submission. • Once priority script runs for the semester the system will continue updating. • Students with a name change are not able to change their name in the system. Special circumstance requests

need to be e-mailed to Marian and Carol Moore for consideration and they will make a decision. Agenda No. 4 Job Description Review - Nohemy

Discussion: • A subcommittee was formed to review job descriptions. Veronica and Nohemy met to review the Senior Institutional Research and Planning Analyst and the 3SP Student Services Technician job descriptions. Job descriptions will be forwarded to CSEA after our review.

• Senior Institutional Research and Planning Analyst: Why would this position not report under Institutional Research and Planning? In terms of cohesive reporting, this position should report to the VP of Student Services.

• Laurie Pemberton and Armando Cortez should review and have some input on this job description. • This is a valid concern and Nohemy will look into this and report at a future 3SP and Student Equity Committee

meeting. • 3SP Student Services Technician: Education and experience for this position was discussed. A bachelor’s

February 19, 2015 3&SP Committee Meeting Minutes Page | 1

degree or higher and five years of increasingly responsible public services is too much of a requirement.

• Both job descriptions will come back to the 3SP and Student Equity Committee after CSEA reviews and before sending them to the Budget Council.

Agenda No. 5 Operationalization of Education Master Plan & Strategic Plan – Marla Allegre Discussion: • Marla Allegre presented the tasks that came out of the Annual Planning Retreat. Several initiatives came out

from the retreat and the initiatives and practices were looked at during the last Student Learning Council meeting.

• Bridge type projects such as the boot camp and refresher skills in math programs were high on the list. The first step for scaling up these initiatives and putting them into practice was to present them to the Student Learning Council and 3SP and Student Equity Committees for their input.

• The next step for this group would be to look at the matrix with the tasks from the annual retreat. Marla will share the raw materials that were condensed by Tricia George with Nohemy.

• The Board is very supportive of our efforts and Marla would like to present a well thought out plan. • A subgroup was created from the 3SP and Student Equity Committee to look into this. Sharon Alldredge,

Karen Tait, Dana Valverde, Armando Cortez (Janet Ford as Armando’s alternate) will serve on this sub-committee.

Agenda No. 6 Report/Status from Subgroups Discussion: • SAP/AP – Veronica: BOG group met and looked at the rules. Rob spoke with the Chancellor’s Office and we

can use our probation codes. There was also a discussion about the appeal process. If the priority registration appeal is approved, students get their BOG.

• Modules – Veronica: Story boards were received last week and were returned to Cynosure. Hopefully we will hear back from Paul Zimmerman by the end of the week. Hoping to have the system running by March.

• Professional Development – Nohemy: Kerry met with Ana Gomez and Diane Perez regarding serving students who are veterans and in the Foster Youth Program. Kerry is also reaching out to provide feedback to faculty and to create campus wide awareness on how 3SP and Student Equity impact students. Stephanie and Joanna Davis met to discuss having students participate in the Student Success Summit and how to involve student attendance at conferences.


• Because the regular March 19th meeting falls during spring break, the meeting was scheduled for Monday, March 23, 2015.




Agenda February 19, 2015 • 10:30 – 12:00 pm



2. Review and Approval of January 15, 2015 Minutes – All

3. Updates to Priority Registration – Janet Ford

4. Job Description Review – Nohemy Ornelas

5. Operationalization of Educational Master Plan & Strategic Plan – Marla Allegre








7. Next SS&SP Committee Meeting: Thursday, March 19th, Boardroom, Bldg. B.

SS&SP and EQUITY COMMITTEE MEETING AGENDA February 19, 2015


Date and Time:

January 15, 2015 1:00-2:30 pm


Called to Order: Chair: Nohemy Ornelas, VP Student Services Note Taker: Jessica Parker


Nohemy Ornelas, Yvonne Teniente, Dana Valverde, Sharon Alldredge, Margaret Shigenaka, Juanita Tuan, Veronica Sanchez, Rob Parisi, Stephanie Robb, Armando Cortez, Joanna Davis, Kerry Runkle, Will Bruce, Laurie Pemberton, Christian Gardner, Marian Quaid-Maltagliati

Guest(s): Christine Reed, Dom Dal Bello

Called to order 1:06 pm Agenda No. 1 Welcome and Overview of Agenda – Nohemy Discussion: • Welcome everyone to the first meeting of the spring semester.

Agenda No. 2 Review and Approval of November 20, 2014 Minutes – All

Discussion: • Approved pending corrections. Action Item: Ask Janet Ford what the name of the Banner Demo (SVAMSTD) will be in realtime.

Agenda No. 3 Priority Registration: Limits for STEM majors – Christine Reed, Marian Quaid-Maltagliati, Dom Dal Bello

Discussion: • The issue came up during priority registration for spring, MESA students have Day 2 priority, but 51% met the 100 unit limit that takes away priority. This loss of priority status usually comes at a critical point in the student’s path towards transfer, shutting them out of critical classes they need. To fix the situation requires a large amount of manual labor for both MESA and A&R, is it possible to change the process to decrease the workload, maybe create an annual appeal?

• Per educational guidelines, a district can adopt policies to exempt high unit majors. This wasn’t instituted at the time MESA was given a priority day because unit limits didn’t exist. But… • Limited to term specific appeals • Someone would have to identify the high unit majors at AHC (not just the ones listed by the Chancellor’s

Office), and update A&R every time that list changed • Not an automatic exemption because MESA students are not the only ones with high unit majors (STEM,

Nursing, etc.) MESA has an attribute in Banner already, but STEM does not. • What can be put in place to prevent students from temporarily switching their major to get a specific class,

then switching back to their actual major? • It was pointed out that students losing priority registration due to the 100 unit limit gives counselors the

opportunity to interact with students and discuss their goals, not all students at 100 units are in high unit majors, and not all high unit majors are over 100 units.

Action Item: Create a working group to follow guidelines and work with IT to create a solution. Christine Reed would like to be included in this group. Action Item: Marian will email other community colleges to see what their process is for 100 unit students/majors.

Agenda No. 4 Review and discuss outcomes and goals from the 3SP Retreat - All

Discussion: • Feedback for the retreat was positive, the food was good and it was helpful to prioritize tasks. The timing wasn’t great because of the proximity to finals, but the idea of an annual retreat was well received.

Attachments: 1. 2015 Subcommittee list 2. 3SP Plan Activities w Target Date 2014-15

January 15, 2015 3&SP Committee Meeting Minutes Page | 1

3. 3SP Plan Activities Accomplished 2014 4. 3SP Plan Activities & Tasks 2015 and Beyond

Agenda No. 5 Report/Status from Subgroups - All Discussion: • Subgroups should bring agenda items to the table if issues need to be brought to the whole group.

• SAP/AP – Rob Parisi: had an initial meeting to discuss what was in place already, decided it was not usable. Will be meeting later today to create flowcharts of the type of programming needed to make the process work. Margaret Shigenaka asked to be removed from the subgroup.

• Modules – Veronica Sanchez & Margaret Shigenaka: A meeting with Paul from Cynosure has been scheduled for this Monday to determine if we will continue to use Cynosure for additional modules. The online NSO is expected to be completed by next week. Marian asked that IT be consulted about possible installation dates to prepare. The online NSO was expected in fall, it was delivered but the quality did not meet expectations. 95% of the revised version was emailed on 1/14, it is currently being reviewed. Subgroup was asked to include language on future contracts with Cynosure regarding penalties (or discounts) for missed deadlines. Janet Ford, Laurie Pemberton, and Joanna Davis added to subgroup.

• Tech Initiative – Marian Quaid-Maltagliati: A meeting was scheduled earlier this month but IT personnel were unable to meet. Rescheduled until 1/30. Janet Ford added to group.

• Data Analysis – Laurie Pemberton: have not had a chance to meet yet. Sofia Ramirez-Gelpi added to subgroup. • Professional Development – Kerry Runkle: Yvonne and Sofia submitted a proposal for the “Leading from the

Middle” conference in February, focusing on the success of Latinos in distance learning curriculum. The 3CBG conference regarding Banner technology is coming up, Marian and Christian will be registering. Joanna Davis has been hired to work with Christina in mentoring students in the use of Degree Works. A recommendation has been given to Dr. Walthers to send a team to the out of state conference for eLucien, specifically Christian and representatives from A&R, Financial Aid, and IT. Professional development for students was included in the Student Equity Plan, and athletic counselors and coaches have already been encouraged to attend related conferences. Students are being sent to the Aid to Amend conference as well. A STEM conference for pre-med majors in Stanford was brought to Nohemy’s attention, suggestions made to advertise to students through ASBG, Bulldog Beat, and the myHancock channel. Students who attend should also be encouraged to report back to ASBG after the conference. The 2015 Student Success Summit has been scheduled for Friday, April 24th, invitations will be sent to 3SP Committee members, students (~10), and possibly our local high schools. Joanna Davis added to subgroup.

• Job Descriptions – Nohemy Ornelas: track changes were made to the three job descriptions presented at the 3SP Retreat, Nohemy and Veronica will review before meeting with CSEA. Interviews for a temporary FT 3SP Counselor were conducted, but no hires made. Permanent FT 3SP Counselor positions will be pursued in spring 2015.

Agenda No. 6 Next 3SP Committee Meeting Discussion: • The 3SP expenditure report is due to the state by 2/13, a copy will be brought to the next 3SP meeting on 2/19

• The Student Equity Plan was submitted to the state, hard copies are being printed to be distributed. • Currently in process of ordering laptops for A103 with 3SP funds • For the next agenda include item to discuss translating the website to Spanish


January 15, 2015 3&SP Committee Meeting Minutes Page | 2


Agenda January 15, 2015 • 1:00 – 2:30 pm

Board Room, Building B Chaired By: Nohemy Ornelas / Note Taker: Jessica Parker


2. Review and Approval of November 20, 2014 Minutes – All

3. Priority Registration: Limits for STEM majors – Christine Reed & Marian Quaid-Maltagliati

4. Review and discuss outcomes and goals from the December 9th Retreat - All








6. Next SS&SP Committee Meeting: Thursday, February 19th, Boardroom, Bldg. B.

SS&SP and EQUITY COMMITTEE MEETING AGENDA January 20, 2015

Student Success & Support Program Committee Minutes

Date and Time:

September 18, 2014 10:30 - Noon




Nohemy Ornelas, Larissa Nazarenko, Marian Quaid-Maltagliati, Janet Ford, Laurie Pemberton, Sofia Ramirez-Gelpi, Yvonne Teniente, Dana Valverde, Mallory Martenis, Sharon Alldredge, Regina Smith, Juanita Tuan, Veronica Sanchez, Rob Parisi, Karen Tait, Kerry Runkle, Will Bruce, Stephanie Robb, Julia Raybould Rodgers

Guest(s): Diana Perez, Director, Cal-SOAP

Agenda No. 1 Welcome and Overview of Agenda – Nohemy Discussion: • Nohemy welcomed everyone and had everyone introduce themselves and share what department they work in.

• No changes were made to the agenda. Agenda No. 2 Introduction of Committee Members and Review of 3SP Committee Functions from CCPD - Nohemy

Discussion: • Nohemy asked the 3SP Committee if they would like to use SSSP rather than 3SP and if they would like to include Student Equity in the committee title. The committee agreed to stay with 3SP and change the committee name to 3SP and Student Equity Committee.

• The list of committee membership needs to be cleaned up and we need to determine who is represented in the CCPD under membership and appointment.

Agenda No. 3 Review and Approval of August 21, 2014 Minutes - All

Discussion: • Kerry Runkle moved, seconded by Dana Valverde to approve the minutes of August 21, 2014 as presented.

Agenda No. 4 Priority Registration Appeal Process Form Final Review - Marian Discussion: • The draft form was presented to the counselors at their September 11th counseling meeting.

• Everyone on 3SP committee okay with form. • Process would be that students would go to appropriate department, EOPs, LAP, etc. and obtain priority

registration form. Designee in the counseling department will sign form and then forwarded to A&R. • Cintia’s concern is who is going to make sure supporting documentation is attached to form and who will be

contacting students for missing documentation. Another concern is who will be responsible for tracking forms? Not sure all the logistics have been thought out.

Agenda No. 5 Training and Orientation for Student Success Conference Report – Yvonne/Nohemy Discussion: • Yvonne and Nohemy reported that after attending the Student Success Conference, we are in good shape in

comparison to other districts. • The Chancellor’s Office is learning as we go and they thanked the schools for their efforts in getting their Plan

completed. • 40% of our formula is based on enrollment. • We need to start looking at our electronic planning. • The Student Equity Plan is not going to require that we have a Foster Youth Plan.

Agenda No. 6 Student Equity Plan Update – Kerry Discussion: • Kerry proposed that work group meetings be set up to discuss and work on the Student Equity Plan. Dates

proposed are: 9/25, 10/2, and 10/9 at 10:30 – noon. Cintia will work with Kerry on finding a meeting room and sending out invitations for all those interested in participating.

September 18, 2014 3&SP Committee Meeting Minutes Page | 1

• The Plan will be going to the Board of Trustees at their November meeting for review.

Agenda No. 7 3SP Plan Timeline Update - Yvonne Discussion: • The Plan will be going to College Council on October 6th, Academic Senate on October 14th, and the Board of

Trustees on October 21st. • Nohemy would like to schedule a special 3SP Committee meeting to go over the Budget Plan.

Agenda No. 8 3SP Committee Goals - Nohemy • We need to look at last year’s goals and need to develop goals for this year.

• The committee needs to look at their past recommendations and what’s been accomplished to set and work towards new goals.

Agenda No. 9 Report/Status from Subgroups Discussion: • Assessment – Sharon: Would like to address testing policies. Suggested looking at multiple measures and re-

testing for prerequisite appeals. • Counseling and Advising – Yvonne: Will be holding a joint high school planning meeting on Monday,

September 22nd. The goal is to have high school students register for fall classes before they leave for the summer.

• Online Orientation – Will: Subgroup has been meeting. Group will edit story boards and return them to Paul Zimmerman. Filming is scheduled for September 29th thru October 1st.

• Non Credit Matriculation – Dana: Almost done with orientations. In the process of hiring student workers and they will be assisting with conducting tours.

• Research and Evaluation – Laurie: Armando has been doing research orientations and the last orientation is scheduled for next Wednesday at 12:30 in room A403.

• MIS Data – Janet: Pulled SS file from Chancellor’s Office. Had over 9,600 students on the file with only four errors. Will keep an eye on all SARS data.

Agenda No. 10 Next 3SP Committee Meeting Discussion: • Thursday, October 16, 2014, 10:30 am to 12:00 pm, Board Room, Building B.


September 18, 2014 3&SP Committee Meeting Minutes Page | 2

Student Success & Support Program (3SP) Committee Meeting

Agenda September 18, 2014 • 10:30 am – Noon

Board Room Building B

Chaired By: Nohemy Ornelas/Note Taker: Cintia Mendoza


2. Introduction of Committee Members and Review 3SP Committee Functions from CCPD– Nohemy

3. Review and Approval of August 21, 2014 Minutes – All

4. Priority Registration Appeal Process Form Final Review – Marian

5. Training and Orientation for Student Success Conference Update – Yvonne/Nohemy

6. Student Equity Plan Update – Kerry

7. 3SP Plan Timeline Update – Yvonne

8. 3SP Committee Goals – Nohemy


• Admissions and Records – Marian Quaid-Maltagliati • Assessment – Sharon Alldredge • Budget - Regina • Counseling and Advising – Yvonne Teniente • 3SP Mandate Workgroup – Yvonne Teniente • Orientation – Will Bruce • Follow Up – Veronica Sanchez • Non Credit Matriculation – Dana Valverde • Pre/Co Requisites – Sofia Ramirez-Gelpi • Research and Evaluation – Laurie Pemberton • Training and Coordination – Brooke Souza

• MIS Data – Janet Ford

10. Next SS&SP Committee Meeting: October 23, 2014, 10:30 am- 12:00 pm, Board Room, Bldg. B.

SS&SP COMMITTEE MEETING AGENDA, SEPTEMBER 18, 2014

August 21, 2014

3&SP Committee Meeting Minutes Page | 1

Student Success & Support Program

Committee Minutes

Date and

Time:

August 21, 2014

10:30 - Noon



3SP Committee

Members Present:

Nohemy Ornelas, Larissa Nazarenko, Marian Quaid-Maltagliati, Janet Ford, Laurie

Pemberton, Sofia Ramirez-Gelpi, Yvonne Teniente, Dana Valverde, Mallory Martenis, Sharon

Alldredge, Margaret Shigenaka, Regina Smith, Richard Partida, Juanita Tuan, Veronica

Sanchez, Rob Parisi, Karen Tait, Kerry Runkle, Will Bruce, Stephanie Robb, Brooke Souza

Guest(s): Petra Gomez, CAN Director, Hector Alvarez

Agenda No. 1 Welcome and Overview of Agenda – Nohemy

Discussion: Nohemy welcomed everyone and had everyone introduced themselves and share what department they work in.

No changes were made to the agenda.

Agenda No. 2 Review and Approval of July 17, 2014 Minutes - All

Discussion: Kerry Runkle moved, seconded by Stephanie Robb to approve the minutes as presented.

Agenda No. 3 Priority Registration Appeal Process Form – Marian

Discussion: Marian reported that the Priority Registration group has not met and she does not have a final version. Bringing

the working draft to this committee would use too much time.

Juanita will e-mail the draft form to everyone asking for input and will present it at the next counseling meeting

on Sept.11th.

Nohemy would like the 3SP Committee to review the form and make a final decision after the counselors have

reviewed and given input.

Action Item: Add item on the Sept. 18th 3SP Committee meeting agenda.

Agenda No. 4 2014 Strengthening Student Success Conference - Nohemy

Discussion: The 2014 Strengthening Student Success Conference will be held October 8 – 10 at the Hilton in Costa Mesa.

Nohemy will be attending and if anyone is interested in attending please e-mail Nohemy so travel arrangements

can be made.

Topic items are not yet available. The RP Group website will give an idea of what was discussed last year.

Agenda No. 5 3SP Program Requirement Updates/Training - Nohemy

Discussion: Nohemy presented a memo from the Chancellor’s Office regarding the New Credit SSSP Match Requirements

for 2014-15. Originally it was a 3-1 match which has been almost impossible to come up with the match. The

match is now a 2-1 match which includes all transitional services that had been removed.

Services are being integrated into the 3SP Plan.

The Chancellor’s office will be holding a SSSP Plan Questions and Answers Webinar on August 26th from 10:30

to noon. Cintia will reserve the Sky Room.

Nohemy and Yvonne will be attending the Training and Orientation for Student Success and Support Program

Conference in Sacramento on Sept. 15 – 16. Anyone interested in attending, please let Nohemy know so we can

get you on the wait list.

Nohemy e-mailed Linda Michalowski at the Chancellor’s Office requesting an extension on the Plan unless we

can get a special Board meeting to approve the Plan. Nohemy has not yet heard back from Linda.

Agenda No. 6 Student Equity Plan Update – Kerry

Discussion: Kerry has been reassigned to work on the Student Equity Plan and is working under a very short time line.

August 21, 2014


The intent of the Plan is to provide the college with a process to evaluate improvements or lack of to better some

students who are underachieving and bringing them back to equity.

The five components of the Plan are Access, Course Completion, ESL, Degree and Certificate Completion, and

Transfer Rates.

Composition of Plan is very important. We submitted an Equity Plan in 2005 and updated the Plan in 2010.

Plan is due in November and Kerry is working at how best to go about writing it.

There is a concern with forming a new committee and Kerry proposed that for this semester, the 3SP Committee

represent the lead of the Student Equity Plan.

Kerry will forward the 2005 and 2010 Plans to Cintia for distribution to the 3SP Committee.

The members of the committee will notify Kerry on what areas of interest they have and Kerry will work with

each individual.

Nohemy would like the 3SP Committee to look at what the committee’s goals are and bring back for discussion

at the next 3SP Committee meeting.

Action Item: Add Goals of the 3SP Committee on the Sept. 18th 3SP Committee agenda.

Agenda No. 7 3SP Plan Update – Yvonne

Discussion: The 3SP Plan was presented to the Student Services Council and will be going to Academic Senate on Tuesday.

The Plan will be put on the My Hancock portal.

The challenge is the short time line and Nohemy wants everyone’s feedback by tomorrow at noon.

Agenda No. 8 Report/Status from Subgroups - All

Discussion: Assessment – Sharon: The Testing Center is slowing down. Perhaps it is not necessary to have the Testing

Center open until 6:00 p.m. for an entire week; two nights might be feasible. Orientations help Sharon to plan

testing sessions ahead on her calendar.

Budget – Regina: What is currently known from the Chancellor’s Office is that we have received

approximately $719,000 for Credit and approximately $279,000 for Non-Credit to date. Unused funds from last

fiscal year were rolled over and need to be spent by December 2014. Funds rolled over were approximately

$175,000 for Credit and approximately $75,000 for Non-Credit.

Counseling and Advising – Yvonne: Counseling has been very busy. Excited about working together with the

UTC, Job Placement & Career Center, and Non-Credit. Enrollment Management is currently looking at how

the Counseling Department and Department Chairs can work together and look at what classes are in trouble

and at risk of being cancelled. Personal Development and Leadership classes are full. Currently working on

marketing the PD 110 class.

3SP Mandate – Yvonne: Will be meeting in September to discuss what can we do to get students in for

Priority Registration. Yvonne will bring an update.

Online Orientation – Margaret/Will: Story Board draft was received this morning. The Online Orientation

subcommittee will be meeting next Monday at 1:30-3:30 in the Sky Room. For those who cannot attend, please

look at your page and send changes to Will, Margaret, or Veronica.

Follow Up – Veronica: Grade finalization happened this month. There was a 93% success rate during the

summer. 44 students were reinstated, 41 students passed, some remained on probation and only three students

failed. Hoping numbers will be higher after the fall.

Non Credit – Dana: Now that Lucerito is on board, over 100 orientations have been conducted. The Migrate

Program is being conducted on Sundays, and Non Credit is busy helping ESL students. Thank you to Marian

and Financial Aid, they have been very helpful. Orientations will be conducted in Lompoc and Solvang.

Pre/Co Requisites – Sofia: Prerequisite requirements are no longer on the website or in the catalog. Would

like to develop a subgroup with Admissions and Records and AP&P. Need to consider CLEP testing for

Spanish. Sharon has been seeing a lot of requests for CLEP testing.

Research and Evaluation – Laurie: A small group met and had a discussion regarding multiple measures. The

August 21, 2014


concern is where in Banner we would store this information. The group came up with an idea but would need to

know what types of information need to be stored. It would be a good idea for counselors to have a discussion

with the Math and English Departments.

MIS Data – Janet: Janet and Brooke need to know about added codes. Brooke will speak with counseling and

will check with SARS users on what codes are not being used. This is important because it drives our funding.


Discussion: Thursday, September 18, 2014, 10:30 am to 12:00 pm, Board Room, Building B.



Agenda August 21, 2014 • 10:30 am – Noon




2. Review and Approval of July 17, 2014 Minutes – All

3. Priority Registration Appeal Process Form – Marian/All

4. 2014 Strengthening Student Success Conference – Nohemy

5. 3SP Program Requirement Updates/Training – Nohemy

6. Student Equity Plan Update - Kerry

7. 3SP Plan Update - Yvonne


• Admissions and Records – Marian Quaid-Maltagliati • Assessment – Sharon Alldredge • Budget - Regina • Counseling and Advising – Yvonne Teniente • 3SP Mandate Workgroup – Yvonne Teniente • Orientation – Margaret Shigenaka • Follow Up – Veronica Sanchez • Non Credit Matriculation – Dana Valverde • Pre/Co Requisites – Sofia Ramirez-Gelpi • Research and Evaluation – Laurie Pemberton • Training and Coordination – Brooke Souza


9. Next SS&SP Committee Meeting: September 18, 2014, 10:30 am- 12:00 pm, Board Room, Bldg. B.

SS&SP COMMITTEE MEETING AGENDA, JULY 17, 2014


Date and Time:

July 17, 2014 10:30 - Noon




Nohemy Ornelas, Larissa Nazarenko, Marian Quaid-Maltagliati, Janet Ford, Laurie Pemberton, Sofia Ramirez-Gelpi, Yvonne Teniente, Mallory Martenis, Sharon Alldredge, Margaret Shigenaka, Regina Smith, Richard Partida

Guest(s): None

Agenda No. 1 Welcome and Overview of Agenda – Nohemy Discussion: • Welcome Nohemy Ornelas, VP Student Services! Everyone introduced themselves and shared what department

they work in and how many years they’ve been with AHC. • Nohemy requested that “Budget Update” be added to Reports/Status from Subgroups on future 3SP agendas.

Agenda No. 2 Review and Approval of May 15, 2014 Minutes - All

Discussion: • Margaret Shigenaka moved, seconded by Sharon Alldredge to approve the minutes of May 15, 2014 as presented.

Agenda No. 3 Priority Registration Appeal Process Form – Marian

Discussion: • Marian helped develop the new form, but it is a counseling form and Marian would like the entire committee to look at it and give input.

• Everyone agreed that the instructions do not need to be on the new form. • The existing form was used for this fall semester. • We can do a lot better with notifying students that they’ve lost Priority Registration. A lot of students lost their

Priority Registration and not that many students appealed. • We need to set a target date to go live with the new form. Would like to use the new form by October for spring

2015 registration. Follow Up: Bring back to the August 21st 3SP meeting for further discussion and bring the final version to the September 18th 3SP meeting for final approval.

Agenda No. 4 Recap of New Student Priority Registration During Fall Registration and How to Improve for Spring 2015 Registration – Marian/All

Discussion: • Fall registration was the first time we implemented Priority Registration for new students. The June 18th deadline was not noted anywhere.

• Priority Registration was very stressful for the Counseling Department and Admissions and Records. All students had to be manually entered.

• Having a calendar of deadlines and what everyone has to do would be nice for spring 2015 registration. Agenda No. 5 Enrollment Priorities Information – Marian Discussion: • Copies of enrollment priorities information should be provided to everyone in the 3SP Committee.

• Continuing students will need to go through the 3SP Guidelines to be eligible for Priority Registration. • The working group will be meeting in September. • Is there any way to run a report on how many continuing students have not taken the placement test? If so, how

many students are we talking about? • We need to make sure that student workers and staff in counseling’s front office and lobby in Bldg. A are trained

to ask students about assessment testing when making appointments. July 17, 2014


Agenda No. 6 3SP Plan Discussion and Input - Yvonne Discussion: • Yvonne distributed the first 3SP Plan working draft. The Plan addresses what we are currently doing with

regards to orientation, assessment, counseling/advising, etc. • Kerry and Yvonne met with various people with different expertise to get input on the Plan. • Yvonne needs the committee’s feedback and changes. The Plan will be presented to the Student Services

Council, College Council, Academic Senate, and finally to the Board before submitting the Plan to the Chancellor’s office.

• The Plan is due to the Chancellor’s office by October 17, 2014 and we have a very short time line. • The question came up of who is writing the Plan for non-credit. The Chancellor’s office is currently looking at

non-credit’s template and Nohemy will look into this. • We want to make sure that the College’s Mission Statement and Strategic Plan gets in the 3SP Plan. Pages. 17

& 19 of the Strategic Plan were pointed out as needing to be included in the 3SP Plan. • Deadline to get changes to Yvonne for the first draft is July 24th. Yvonne will get a second draft to the

committee for review and input by July 28th and the committee will need to send back changes to Yvonne by July 31st.

• Nohemy and Cintia will be working on the budget component of the Plan. Follow Up: Janet will confirm that the 3SP Plan is in the Technology Plan.

Agenda No. 7 Reports/Status from Subgroups - All Discussion: • Assessment – Sharon: Dominic Dal Bello has suggested that students who have taken placement tests and have

two years of recency placement scores be purged from the system. Dominic has also requested that students be asked background questions such as how long ago did they take a math class and what was their highest math class. Sharon asked Dominic what the names of the math classes are for students to select from because local high schools call math classes by different names. We would need to have programming done so that this data can be stored and retrieved. The next Banner Steering Committee meeting is scheduled for August 11th and Sharon will talk to Rob to get her issue on the next Banner Steering Committee meeting agenda.

• Counseling and Advising – Yvonne: We have hired full time faculty members for Non-Credit, UTC, and Career and Job Placement and we are gearing up for the fall.

• Online Orientation – Margaret: Will Bruce has been in contact with Paul Zimmerman of Cynosure. Sharon also contacted Paul because the Testing Center has a five minute video which is very outdated. Nohemy will follow up with Will and Paul Zimmerman regarding what work has been done so far by Cynosure.

• Non Credit – Dana: Non-Credit is in the middle of doing orientations. By the end of the term they will have done 16 orientations. Non-Credit will be conducting a graduation ceremony on December 5th for students who have completed their GED.

• Pre/Co Requisites – Sofia: Sofia asked how we identify that a prerequisite is needed. We should be assessing students for Spanish courses and there is not enough documentation on appeals especially, when students are appealing because their native language is Spanish. How do we assess native Spanish students? The forms need to be updated. Sofia announced that a curriculum summit is being planned.

• MIS Data – Janet: Janet announced that they have just received the final upgrade for SS file for MIS. Test environment has not gone well. It is easy to see on the first page if students meet the three components. Ventura Community College is taking information out of SARS and using to see their student’s components. Janet will have questions as she’s putting data together and will get the MIS group together. Nohemy would like to be invited to the MIS Data Group meetings.

Agenda No. 8 Next 3SP Committee Meeting Discussion: • Thursday, August 21, 2014, 10:30 am to 12:00 pm, Board Room, Building B.


July 17, 2014 3&SP Committee Meeting Minutes Page | 2


Agenda July 17, 2014 • 10:30 am – Noon




2. Review and Approval of May 15, 2014 Minutes – All

3. Priority Registration Appeal Process Form – Juanita

4. Recap of New Student Priority Registration During Fall Registration and How to Improve for Spring 2015 Registration – Marian/All

5. Enrollment Priorities Information - Marian

6. 3SP Plan Discussion and Input - Yvonne


• Admissions and Records – Marian Quaid-Maltagliati • Assessment – Sharon Alldredge • Counseling and Advising – Yvonne Teniente • 3SP Mandate Workgroup – Yvonne Teniente • Orientation – Margaret Shigenaka • Follow Up – Veronica Sanchez • Non Credit Matriculation – Dana Valverde • Pre/Co Requisites – Sofia Ramirez-Gelpi • Research and Evaluation – Laurie Pemberton • Training and Coordination – Brooke Souza


8. Next SS&SP Committee Meeting: August 21, 2014, 10:30 am- 12:00 pm, Board Room, Bldg. B.

SS&SP COMMITTEE MEETING AGENDA, JULY 17, 2014


Date and Time:

May 15, 2014 10:30 - Noon


Called to Order: Chair: Dr. Jane Harmon Note Taker: Cintia Mendoza


Dr. Harmon, Rob Parisi, Roanna Bennie, Will Bruce, Marian Quaid-Maltagliati, Sharon Alldredge, Veronica Sanchez, Dana Valverde, Janet Ford, Richard Partida, Kathy Lester

Guest(s): None

Agenda No. 1 Welcome and Overview of Agenda – Dr. Harmon Discussion: • Jane welcomed everyone. There were no changes to the agenda.

Agenda No. 2 Review and Approval of April 14, 2014 Minutes

Discussion: • The 3SP Committee reached consensus to accept the April 14, 2014 minutes as presented.

Agenda No. 3 Priority Registration Final Draft - Marian

Discussion: • Marian sent form to committee and did not receive input.

Agenda No.3/ Priority Registration New Programing – Marian/Janet Discussion: • Marian and Janet have been working closely on the priority registration programming.

• Consultant who wrote the original code for priority registration in Banner was here last week. Consultant was asked to add 18 additional criteria that now determine priority registration.

• Janet will pull all new and old SEP and orientation data that dates back to 2010. • New code was put in test instance and Marian ran report against summer to test production database. After

running report with new rules, summer numbers for priority registration dropped drastically by about 25,000 students. Numbers dropped because not all students have gone through the three steps for priority registration.

Agenda No. 5 3SP Update/Structure of 3SP Committee and Subgroups - Jane Discussion: • Jane thanked the 3SP Committee for all their hard work and asked that the committee please look at the existing

subgroups and decide if they are the appropriate subgroups or if they need to be restructured. • The committee needs to think about and consider if it would help to have a Priority Enrollment subgroup. • The committee needs to consider having an Overview Team which consists of Basic Skills, Student Equity and

the 3SP Committee who in many ways are addressing the same issues. This would be bringing faculty and administrative leadership arenas working together and looking at the big picture. Overview Team could meet once a semester or once a month depending on what the needs and goals are.

• Jane also asked the committee to rethink and work with the new Vice President of Student Services on how the committee operates and if we have the right people serving on the committee.

Agenda No. 6 Student Equity Funding Update – Jane Discussion: • Jane reported that we are looking at receiving approximately 1.5 million dollars for the state and approximately

$800,000 for the district next year with a 2-1 match. • We have been good managers of the State’s funds but we now need to look at what roadblocks we have, think

differently and use those funds to better serve our students. Agenda No. 7 Reports/Status from Subgroups - All Discussion: • Admissions and Records – Marian: Marian met with the Math and English Department Chairs regarding

recency and test scores. The Math department was adamant that they want a recency of two years which begins

May 15, 2014 3&SP Committee Meeting Minutes Page | 1

July 1, 2014. Test scores will not expire until 2016. The English department was not sure if they want their scores to expire and Julia Raybould-Rodgers will be going back to the English department and will get back to Marian by the end of the week.

• Writing Plan – Jane: Kerry Runkle and Yvonne Teniente will be working on the Plan during the summer and will get a draft to the committee for discussion and the next 3SP Committee meeting.

• Counseling and Advising – Veronica : New Student Orientations and Academic Workshops are being very well attended. First NSO had almost 100 students. Second NSO was better because it was a smaller group. All students have gone away with abbreviated SEPs.

• Online Orientation – Cynosure will start in August and we should have a final product in October of this year. • Non-Credit – Dana: Graduation ceremony will take place tomorrow at 6:00 p.m. in G106. There will be 35

student graduating and everyone is welcomed to attend. Agenda No. 8 Next 3SP Committee Meeting Discussion: • Thursday, July 17, 2014, 10:30 am to 12:00 pm, Board Room, Building B.


May 15, 2014 3&SP Committee Meeting Minutes Page | 2


Agenda May 15, 2014 • 10:30 am – Noon


Chaired By: Dr. Jane Harmon/Note Taker: Cintia Mendoza

1. Welcome and Overview of Agenda – Jane

2. Review and Approval of April 14, 2014 Minutes – All

3. Priority Registration Final Draft - Marian

4. Priority Registration New Programming – Marian/Janet

5. 3SP Update - Jane

6. Student Equity Funding Update - Jane


• Admissions and Records – Marian Quaid-Maltagliati • Writing Plan – Dr. Harmon • Assessment – Sharon Alldredge • Counseling and Advising – Yvonne Teniente • 3SP Mandate Workgroup – Yvonne Teniente • Orientation – Margaret Shigenaka • Follow Up – Veronica Sanchez • Non Credit Matriculation – Dana Valverde • Pre/Co Requisites – Sofia Ramirez-Gelpi • Research and Evaluation – Laurie Pemberton • Training and Coordination – Brooke Souza


8. Next SS&SP Committee Meeting: June 19, 2014, 10:30 am- 12:00 pm, Board Room, Bldg. B.

SS&SP COMMITTEE MEETING AGENDA, MAY 15, 2014


Date and Time:

April 17, 2014 10:30 - Noon




Dr. Harmon, Rob Parisi, Will Bruce, Janet Ford, Karen Tait, Richard Partida, Kathy Lester, Roanna Bennie, Veronica Sanchez, Margaret Shigenaka, Kerry Runkle, Marian Quaid-Maltagliati, Julia Raybould, Rodgers, Yvonne Teniente, Sharon Alldredge, Dana Valverde, Ardis Neilsen

Guest(s):

Agenda No. 1 Welcome and Overview of Agenda – Dr. Harmon Discussion: • Jane welcomed everyone.

• New Item No. 6, Math Placement Policy Update was added to the agenda. Agenda No. 2 Review and Approval of April 3, 2014 3SP Minutes – All

Discussion: • Kerry Runkle moved, seconded by Margaret Shigenaka to approve the 3SP Committee minutes as submitted.

Agenda No. 3 Hiring Status Report – Dr. Harmon

Discussion: • Jane reported that several positions are now going through the process. • Non Credit Full Time Counselor: Open for 10 days to full time faculty for voluntary transfer prior to open

recruitment. • Non Credit Counseling Services Technician: Position posted in HR at range 12. • Career/Job Placement Services Assistant: Position posted in HR at range 14.

Agenda No. 4 Grades First – Dr. Harmon/Richard Discussion: • Rich attended Clint Freeland’s Personal Development class and Dr. Davis’ Leadership class to demonstrate to

students what can be done with Degree Works. Rich plans to spend time at the counseling lobby and demonstrate Degree Works to students while they wait to be seen by a counselor.

• Counselors are feeling comfortable using Degree Works. Agenda No. 5 Equity Plan – Dr. Harmon Discussion: • We will find out early what the funding will be for the Equity Plan. Looking at approximately $800,000,

perhaps more because of our demographics. • Equity Plan and 3SP Plan are the same in what we are trying to achieve. Both plans are supposed to tie together.

Jane will send a link of both plans to the committee. Agenda No. 6 Math Placement Policy Follow Up - Karen Discussion: • Karen took the 2+2 issue to the math department and it was agreed that all high school students should be taking

the placement test. Testing was done in the past and if students have AP scores, they don’t need to take a placement test.

Agenda No. 7 Reports/Status from Subgroups - All Discussion: • Admissions and Records – Marian: Data can be pulled to see how students did on prerequisite appeals without

taking a placement test. We did more drops for failure to meet prerequisite that were not successful last fall. Will be putting a group together to discuss test scores that expire. Janet, Sharon, Yvonne, Dominic (or other Math Dept. rep.), Julia (or other English Dept. rep.), and Marian will serve in this group.

• Priority Registration – Marian: Group has been working on revising the appeal form. Would like to implement the new form this fall semester.


How will the appeal process work? Appeal goes to the counselor, if approved; appeal is forwarded to Admissions and Records. If the appeal is denied, the appeal is forwarded to Admissions and Records and student can appeal the Priority Registration appeal. The appeal would go to the appropriate administrator. Follow Up: Jane will speak to her colleagues about their process and with individuals who have concerns about the process.

• Assessment – Sharon: Early testing was done for 60 students from Lompoc HS, 49 students from Pioneer HS and 37 ERHS.

• Counseling and Advising – Yvonne: Dates, times, and locations are set for New Student Orientations (NSO). Yvonne working with Andrew Masuda on alerting students of NSOs.

Orcutt Academy will be coming May 6th and will be doing all three steps on that day.

• Orientation – Margaret: Online Orientation with Cynosure was conducted on Wednesday. Orientation went very well and we are now in the queue.

• Follow Up – Veronica: Examples of notifications to students were passed out to the committee. Veronica will ask Brooke to review codes in SARS.

Agenda No. Next 3SP Committee Meeting Discussion: • Thursday, May 15, 2014, 10:30 am to 12:00 pm, Board Room, Building B.




Agenda April 17, 2014 • 10:30 am – Noon



1. Welcome and Overview of Agenda – Jane

2. Review and Approval of April 3, 2014 Minutes – All

3. Hiring Status Report – Jane

4. Grades First – Jane/Richard

5. Equity Plan - Jane


• Admissions and Records – Marian Quaid-Maltagliati • Priority Registration – Marian Quaid-Maltagliati • Writing Plan – Dr. Harmon • Assessment – Sharon Alldredge • Counseling and Advising – Yvonne Teniente • 3SP Mandate Workgroup – Yvonne Teniente • Orientation – Margaret Shigenaka • Follow Up – Veronica Sanchez • Non Credit Matriculation – Dana Valverde • Pre/Co Requisites – Sofia Ramirez-Gelpi • Research and Evaluation – Laurie Pemberton • Training and Coordination – Brooke Souza


7. Next SS&SP Committee Meeting: May 15, 2014, 10:30 am- 12:00 pm, Board Room, Bldg. B.

SS&SP COMMITTEE MEETING AGENDA, APRIL 17, 2014


Date and Time:

April 3, 2014 10:30 - Noon




Dr. Harmon, Rob Parisi, Roanna Bennie, Will Bruce, Marian Quaid-Maltagliati, Margaret Shigenaka, Karen Tait, Kerry Runkle, Sharon Alldredge, Juanita Tuan, Yvonne Teniente, Veronica Sanchez, Dana Valverde, Janet Ford, Richard Partida, Sofia Ramirez-Gelpi, Stephanie Robb, Kathy Lester, Brooke Souza, Julia Raybould-Rodgers

Guest(s): Hector Alvarez, Diana Perez

Agenda No. 1 Welcome and Overview of Agenda – Dr. Harmon Discussion: • Jane welcomed everyone. There were no changes to the agenda.

Agenda No. 2 Review and Approval of February 20, 2014 3SP Minutes – All

Discussion: • The 3SP Committee reached a consensus to accept the February 20, 2014 minutes as presented.

Agenda No. 3 Draft Policies for Implementation of SB 150 and SB 141 - Marian

Discussion: • At the last 3SP Committee meeting, Marian reported that she had received notification from the Chancellor’s office regarding the option for districts to permit College Now students who are less than full time to be exempt from non-resident tuition.

• Marian’s proposal is to exempt College Now Students who are not full time from non-resident tuition under SB 150.

• Marian researched this and currently we have no Board policy that addresses this. The Board will have to agree to exempt non-resident fees and we will need to draft a policy to present to the Board.

• The 3SP Committee was in agreement to exempt fees at last meeting. • SB 141 is more complicated because it is a requirement/mandate. • Not sure how many students will fall under this classification. A scenario that explains this exemption: if

parents come to the U.S. and are undocumented before the student is born, student is born and is a U.S. citizen, but parents get deported and student goes with parents with the intention of coming back to the U.S., SB 141 says that they are exempt from non-resident fees.

• We need to come up with a process on how we will ensure that we do not assess the non-resident tuition fee. • Student would have had to gone to high school for three years in California and graduated. • A lot of states are not charging non residency fees for on-line classes. We have to pay attention to this.

Agenda No. 4 Appeal Process for Priority Registration - Marian Discussion: • The priority registration subgroup did not meet since last 3SP Committee meeting. All that needs to be done at

this point is to update the current Priority Registration Appeal form. • The appeal process for priority registration will be one process. The dean or director approving the appeal will

also be responsible for making the decision whether to reinstate BOG. • Chancellor’s office is rewriting the criteria to align requirements for financial aid and priority. We will augment

our appeal process when this happens. • The appeal process for priority registration is term driven and BOG will also need to be term driven. • Banner is being rewritten allowing BOG to be term driven. • Banner will look at the bridge between SARS and codes and will show that a student has an SEP on file and that

student attended an orientation based on information that was put in SARS. Will also show that a student has a April 3, 2014


placement test on file. If a student has all three of these things, they will get priority registration. • Marian is working on a process called work flow. Once all the special groups have their people in (there is a

very specific amount of time to get attributes in), students will get an e-mail one week before registration begins. • Once the appeal is approved, it goes to Marian and she will change the group. • There have been conversations about what does a transfer student need to do to get priority registration. If

transfer students meet the conditions, they can have day five of priority registration. Agenda No. 5 Update Report of Counseling’s Proposal to Have Dismissed Students Sit Out for One Semester –

Veronica/Margaret Discussion: • Item was presented before the Student Services Council and they supported that dismissed students sit out for

one semester. Marian will do a work flow for Spring 2014 finalization to administratively drop students. • Students will be required to sit out during the Summer semester and they can apply for reinstatement in the Fall. • This is a procedure so it does it not need to go the Board.

Agenda No. 6 Student Success and Counseling Org Chart – Dr. Harmon Discussion: • Jane presented a flowchart and the 3SP Technical Specialist job description.

• The current 3SP guidelines states that UTC and Career/Job Placement cannot be funded through 3SP funds, therefore, positions will need to be funded through District funds.

• Any feedback needs to be forwarded to Jane as soon as possible. • Would like to have the 3SP Technical Specialist in place by this Fall. • The 3SP Committee feels that education and experience in the 3SP Technical Specialist job description is too

narrow. • Jane will work with IT to make sure demonstrated ability to in the job description has all the necessary

information. • Jane will take the job description to CSEA for review.

Agenda No. 7 Math Placement Policy – Karen Tait Discussion: • Trying to get in multiple measures. How are we going to make this happen?

• Does student need to provide to Sharon transcript when they take the START test? • Transcripts may not be available because transcripts are not available until July and registration is in June. • We need to get word out that student needs to have at least an unofficial transcript. • Override would need to be done in Counseling. • Transcript expiration date of two years. This policy says that we don’t want it to live forever. • How does this work with articulation agreements? 2+2 should be taking placement tests. 2+2 is only that they

got credit. • Who has original documentation for articulation? Paul Murphy? Math department feels that 2+2 should be

doing testing. • 2+2 needs to be reevaluated. This did not get conveyed to the Counseling department.

Follow Up: Karen will take this item back to the next Math department meeting and will bring back to the 3SP Committee for further discussion.

Agenda No. 8 Reports/Status from Subgroups - All Discussion: • Writing Plan – Jane Harmon- Will be adding more members to the subgroup.

• Assessment – Sharon Alldredge: Lompoc has asked for another test date to be filled. • Counseling and Advising – Yvonne Teniente: Will be doing a huge rush of orientations and workshops so

they can be ready for priority registration. • Orientation – Margaret Shigenaka: Online Orientation training scheduled for April 16 from 9:00 to 12:00 and

1:00 to 3:00. April 3, 2014


• Grades First – Jane has been talking with IT. Would like to implement Grades First by next spring Follow Up: Rich Partida will be visiting Scott at Ventura Community College. Kathy Lester, Will Bruce, and Veronica Sanchez are interested in going.

• Non Credit Matriculation – Dana Valverde: Graduation will be held on May 16th and everyone is invited to attend. Non Credit received their printer!

• Pre/Co Requisites – Sofia Ramirez-Gelpi: What really is a prerequisite and where can we override to not have to do a prerequisite appeal?

Agenda No. 9 Next 3SP Committee Meeting Discussion: • Thursday, April 17, 2014, 10:30 am to 12:00 pm, Board Room, Building B.




Agenda April 3, 2014 • 10:30 am – Noon



1. Welcome and Overview of Agenda – Dr. Harmon

2. Review and Approval of February 20, 2014 Minutes – All

3. Draft Policies for Implementation of SB 150 and SB 141 – Marian (2/20/14 Mtg. Follow Up Item)

4. Appeal Process for Priority Registration Exemption Process for Transfer Students – Marian/Priority Registration Subgroup (2/20/14 Mtg. Follow Up Item)

5. Update Report of Counseling’s Proposal to Have Dismissed Students Sit Out for One Semester – Veronica/Margaret (2/20/14 Mtg. Follow Up Item)

6. Student Success and Counseling Org. Chart – Dr. Harmon

7. Math Placement Policy – Karen Tait


• Admissions and Records – Marian Quaid-Maltagliati • Priority Registration – Marian Quaid-Maltagliati • Writing Plan – Dr. Harmon • Assessment – Sharon Alldredge • Counseling and Advising – Yvonne Teniente • 3SP Mandate Workgroup – Yvonne Teniente • Orientation – Margaret Shigenaka • Follow Up – Veronica Sanchez • Non Credit Matriculation – Dana Valverde • Pre/Co Requisites – Sofia Ramirez-Gelpi • Research and Evaluation – Laurie Pemberton • Training and Coordination – Brooke Souza


9. Next SS&SP Committee Meeting: May 15, 2014, 10:30 am- 12:00 pm, Board Room, Bldg. B.

SS&SP COMMITTEE MEETING AGENDA, APRIL 3, 2014


Date and Time:

February 20, 2014 10:30 - Noon


Called to Order: Chair: Dr. Rob Parisi Note Taker: Cintia Mendoza


Rob Parisi, Dr. Harmon, Roanna Bennie, Margaret Shigenaka, Karen Tait, Kerry Runkle, Sharon Alldredge, Juanita Tuan, Yvonne Teniente, Veronica Sanchez, Dana Valverde, Laurie Pemberton, Janet Ford, Marian Quaid-Maltagliati, Richard Partida, Sofia Ramirez-Gelpi

Guest(s): Hector Alvarez, Diana Perez

Agenda No. 1 Welcome and Overview of Agenda – Rob Parisi Discussion: • Rob welcomed everyone and chaired the meeting until Dr. Harmon arrived from a prior meeting.

• Dr. Harmon added Item No. 6, 3SP 3-5 Year Plan to the agenda. Agenda No. 2 Review and Approval of January 16, 2014 3SP Minutes – All

Discussion: • Kerry Runkle moved, seconded by Juanita Tuan to approve the Minutes of January 2014 with revisions.

Agenda No. 3 Implementation of SB 150 and SB 141 - Marian

Discussion: • Marian received a memo from the Chancellor’s Office regarding Implementation of Senate Bill 150 (Correa) and Senate Bill 141 (Lara).

• SB 150 – Currently Hancock College does not waive tuition for nonresident College Now students. As a committee we need to make a recommendation whether Hancock College will assess or waive nonresident tuition fees. If so, it would have to become a Board policy.

• This exemption is for students who are not eligible for AB 540. • Currently College Now allows juniors and seniors to register. • Yvonne likes the idea of waiving the fee and Dana would like to implement this Bill. • If we are going to go forward with the exemption, it should be done in a clear manner and the nonresident tuition

fee should also be waived for junior and senior students. • Waiving fees gives students access to this program and as a district we should waive fees. • 3SP Committee recommendation would need to go to Student Services Council.

Follow Up: Marian will work on draft policy and will present draft at the next 3SP Committee meeting. • SB 141 is a required exemption for nonresident students who are U.S. citizens who reside in a foreign country

and who meet the SB 141 criteria. • Not sure how requirement vii can happen. vii: “Will be living in California and will file an affidavit with the

community college stating that he or she intends to establish residency in California as soon as possible.” How can you establish residency if a parent is deported, child who is a U.S. citizen goes with parent and is now living out of the country?

• Guessing there is no policy on this. Policies go to the Board and procedures do not. Until this is adopted as a Board policy, this cannot go in the catalog.

• Marian will develop two residency codes after it becomes a Board policy. Follow Up: Marian will look at our existing Board policies to see if this exemption falls under or can be combined with a current policy. Marian will work on draft policy and will present at the next 3SP Committee meeting.

Agenda No. 4 Priority Registration Exemption Process for Transfer Students - Marian Discussion: • What is a transfer student? The current description of a transfer student is too broad to exempt from 3SP


standards. What does a transfer student have to have to be exempt for priority registration and what would exempt a transfer student from 3SP standards?

• Sharon does not require transfer students to test if they have had residency of up to 36 months. • Currently this is a procedure and not a Board policy. 3SP Committee needs to come up with a set of guidelines. • Should require transfer students to attend NSO and have an SEP completed if they want to maintain their

priority registration. • 3SP Committee recommended that transfer students should be held to some standards. They can appeal via a

Matriculation appeal if they wish. Appeal form would need to be revised. • Students that are in EOPS, LAP, Veterans, CAN, Mesa, for them to keep their priority registration, the 100+

units does not apply. What will come up are students who fall under second academic and progress probation. • What is the appeal process going to be like? Should the appeal process go through each individual department?

Follow Up: Priority Registration subgroup will write a draft of the appeal process and present it at the next 3SP Committee meeting.

Agenda No. 5 Counseling’s Proposal to Have Dismissed Students Sit Out for One Semester – Veronica/Margaret Discussion: • If a student gets dismissed during the fall semester, but has registered early for spring semester, the student is

allowed to remain in his/her classes because student was dismissed after grades were final. • Proposing that if a student is dismissed but was able to enroll, student needs to sit out for one full semester and

reapply for reinstatement. This does not include summer semester. The current policy states that students will be dismissed.

• During that time, student must attend a student success workshop and receive a certificate which will be attached to the reinstatement application.

• This needs to be implemented now because it’s a huge disservice to students to keep them on dismissal status resulting in instructor and student not being able to drop classes.

• Would like to implement this by this summer. • Will students be allowed to automatically be let back in after they attend a workshop? The goal is to get

students started with meeting with a counselor and have some kind of intervention. • Students that have been administratively dropped can appeal but only after they have attended a workshop, met

by a counselor, and signed a contract. • We have not done all that we can as an institution. We need some kind of campaign informing students via e-

mail, Facebook, fliers, and via instructors telling students in class. We need something catchy. • The committee agreed that students who are dismissed need to sit out for a semester.

Kerry Runkle moved, seconded by Sharon Alldredge to adopt and enforce the existing policy with pilot for this summer and to fully implement by next year. Follow Up: Veronica will look at the current infrastructure and will report at the next 3SP Committee meeting.

Agenda No. 6 3SP Three to Five Year Plan – Dr. Harmon Discussion: • Plan needs to be implemented by Fall 2014. The Remediation and Assessment piece is very important.

• Jane has not seen minutes of subgroup meetings. • Template of Plan was provided at the summit. Kerry will send the template to the entire group. • Writing of Plan subgroup was created. Those serving in subgroup are Dr. Harmon, Chair, Kerry Runkle,

Yvonne Teniente, and Diana Perez. Agenda No. 7 Next SS&SP Committee Meeting Discussion: • Thursday, February 20, 2014, 10:30 am to 12:00 pm, Board Room, Building B.




Agenda February 20, 2014 • 10:30 am – Noon

Board Room

Building B


1. Welcome and Overview of Agenda – Dr. Harmon

2. Review and Approval of January 16, 2014 Minutes – All

3. Math Placement Policy – Jon Mitchem, Math Instructor

4. Priority Registration Exemption Process for Transfer Students - Marian

5. Counseling’s Proposal to Have Dismissed Students Sit Out for One Semester – Veronica/Margaret

6. Online Orientation - Will


• Admissions and Records – Marian Quaid-Maltagliati • Prioritization Registration – Marian Quaid-Maltagliati • Assessment – Sharon Alldredge • Budget – Regina Smith • Counseling and Advising – Yvonne Teniente • 3SP Mandate Workgroup – Yvonne Teniente • Orientation – Margaret Shigenaka • Follow Up – Veronica Sanchez • Non Credit Matriculation – Dana Valverde • Pre/Co Requisites – Sofia Ramirez-Gelpi • Research and Evaluation – Laurie Pemberton • Training and Coordination – Brooke Souza


8. Next SS&SP Committee Meeting: March 20, 2014, 10:30 am- 12:00 pm, Board Room, Bldg. B.

SS&SP COMMITTEE MEETING AGENDA, FEBRUARY 20, 2014


Date and Time:

January 16, 2014 10:30 - Noon

Meeting Place: Captain’s Room



Dr. Harmon, Rob Parisi, Will Bruce, Marian Quaid-Maltagliati, Roanna Bennie, Ardis Neilsen, Julia Raybould-Rodgers, Janet Ford, Kathy Lester, Yvonne Teniente, Veronica Sanchez, Brooke Souza, Richard Partida, Juanita Tuan, Sharon Alldredge, Dana Valverde

Guest(s): Diana Perez, Cal-SOAP

Agenda No. 1 Welcome and Overview of Agenda – Dr. Harmon

Discussion: • Jane welcomed everyone to the meeting. There were no changes to the agenda.

Agenda No. 2 Review and Approval of November 21, 2013 and December 19, 2013 3SP Minutes - All

Discussion: • The minutes of November 21, 2013 were approved with the revision of adding Julia Raybould-Rodgers as being present.

• The Minutes of December 19, 2013 were approved with the revision of adding Kathy Lester as being present. Agenda No. 3 Degree Works Demonstration – Richard Partida

Discussion: • Richard provided the Committee with a demonstration on how Degree Works is coming along.

Agenda No. 4 Governor’s Budget/SS&SP Funds – Dr. Harmon

Discussion: • The Student Success and Support Program is officially being called 3SP by the State. • Will who was in Sacramento reported on the budget. District found match and we are looking at $100 million

for next year. • Will reminded the committee if we don’t work hard for the next three years, we will not receive funding. • This is the model program for the State. State is looking to see that we are not duplicating efforts and we should

also be looking at this. • Will be funding a Counseling Services Technician in Non Credit and we are looking at longer hours for

counselors in Non Credit. • Will be funding the student information desk at the lobby with additional student workers. • Jane reminded the committee that we need to move forward and is asking that we look at what other campuses

are doing. One thing to look at is how we can combine positions since most of the money will go towards funding positions.

• Instead of TAC funds, can 3SP funds be used? Yes, however, TAC money can be used as a match. • Looking at getting equipment for Richard Partida and hiring a Student Success Specialist. • During the holidays, Jane took a look at priorities and is concerned with facilities who don’t have sufficient staff

such as the Job Placement Coordinator position which needs to be filled. • Committee may need to look at the priority list and re-evaluate. • When new items come up that need 3SP funding, do we need to go to the 3SP Committee or to Jane? For

services needed for mandating, these should go to Rob and Jane. Bigger items need to go the 3SP Committee. Agenda No. 5 Academic Progress Reporting – Dr. Harmon

Discussion: • An information session on Blackboard, Grades First and SARS Alert will be conducted on Wednesday, February 5th in Room A403.

Agenda No. 7 Reports/Status from Subgroups – Will

Discussion: • Prioritization Registration - Marian

- Marian met with Dr. Harmon regarding priority registration guidelines and how they will apply to new

January 16, 2014 SS&SP Committee Meeting Minutes Page | 1

students. - NSO and abbreviated SEP will apply only to new students. - College Now students are not considered new students. - Would like to implement by Fall 2014.

• Assessment - Sharon - Waiting for laptops in Room A403. - Have been having discussions on how to better serve students in Lompoc.

• Counseling and Advising - Yvonne - Everyone is getting trained on Degree Works. - Need to have more conversations on what is an abbreviated SEP vs. a Comprehensive SEP. - Waiting on online orientation to move forward which is a critical piece. - In dire need of faculty positions in UTC, Non Credit and Career/Job Placement. - Need 20 extra days for summer coverage and need to consider hiring more general counselors.

• Orientation - We received Cynosure New Media justification. - Roanna spoke with Carol Moore and Carol suggested that someone from the committee with her so she is

clear on what we proposing to do. This needs to go to Tech. Council.

• Non Credit Matriculation - Dr. Harmon - Need to have parallel movement in Non Credit. Non Credit has received funding. - Need to address hands on staff and what positions are needed. - In the process of hiring a Counseling Services Technician

• MIS Data – Janet Ford - -MIS Data Subgroup met. Subgroup will meet again when they get codes from SARS. - Training on new codes will be needed in offices. - Brooke will meet with counselors to go over changes in SARS.

Agenda No. 8 Next SS&SP Committee Meeting

Discussion: • Thursday, February 20, 2014, 10:30 am to 12:00 pm, Board Room, Building B.


January 16, 2014 SS&SP Committee Meeting Minutes Page | 2

Student Success & Support Program Committee Meeting

Agenda January 16, 2014 • 10:30 am – Noon

Captain’s Room

Building B


1. Welcome and Overview of Agenda - Jane

2. Review and Approval of November 21, 2013 and December 19, 2013 Minutes - All

3. Degree Works Demonstration – Richard

4. Governor’s Budget/SS&SP Funds - Jane

5. Academic Progress Reporting – Jane


• Admissions and Records – Marian Quaid-Maltagliati • Prioritization Registration – Marian Quaid-Maltagliati • Assessment – Sharon Alldredge • Budget – Regina Smith • Counseling and Advising – Yvonne Teniente • Orientation – Margaret Shigenaka • Follow Up – Veronica Sanchez • Non Credit Matriculation – Dana Valverde • Pre/Co Requisites – Sofia Ramirez-Gelpi • Research and Evaluation – Laurie Pemberton • Training and Coordination – Brooke Souza


7. Next SS&SP Committee Meeting: February 20, 2014, 10:30 am- 12:00 pm, Board Room, Bldg. B.

SS&SP COMMITTEE MEETING AGENDA, JANUARY 16, 2014

Documents

Student Success & Support Program Date and and Student ......Ana Sofia Ramirez-Gelpi, Janet Ford, Larissa Nazarenko, Joanna Davis, Karen Tait, Kerry Runkle . Guest(s): Marian Quaid-Maltagliati,