Study Session Enrollment Management Plan

SHORELINECOMMUNITY COLLEGE

BOARD OF TRUSTEES
REGULAR MEETING OF DECEMBER 6, 2006

Page 1 of 15

M I N U T E S (REVISED):

STUDY SESSION – ENROLLMENT MANAGEMENT PLAN:

At 3:04 PM, the Boardconvened a Study Session related to the College’s Enrollment Management Plan. The Study Session was open to the public.

President Lee Lambert stated that members from the Enrollment Management Committee would provide a scaled down version of the Enrollment Management Plan PowerPoint™ presentation the group had given at the November 17, 2006 All Campus Meeting. Fierce competition due to the number of Colleges within miles of one another, the strength of the economy and construction on campus as well as on the Aurora corridor are all factors that have an impact on enrollment. President Lambert noted that the College is experiencing its thirteenth consecutive quarter with a downturn in enrollment.

In relation to the first series of slides in the presentation, President Lambert highlighted that while the College’s headcount stays relatively the same, there are less FTEs—thisindicates that the same number of students are coming through the doors but they are taking less credits.

The Director of the Public Information Office, Ms. Judy Yu went over the marketing piece of the Enrollment Management Plan and used “Find ‘Em, Get ‘Em and Keep ‘Em” in response to “What is Enrollment Management?” Ms. Yu stated that there is a continual review of policies so that prospective students are accepted and registered as soon as possible. For example, when online applications became increasingly popular, the waiving of application fees happened.

Through information received from prospective students, current students and other members of the campus community and community-at-large, prospective students are less concerned about a College’s location and are more concerned about the programs or fields of study that a College offers. Ms. Yu communicated that students spend more time doing research and conduct their research through College Tours.

Ms. Yu stated that activities that have taken place over the past several months included: meetings with ten focus groups, a web audit for prospective students and utilizing the services of a marketing research company to speak with 400 individuals regarding ShorelineCommunity College’s image. She added that the revamping of brochures is going on with a pathway series as well as, native language brochure, developed. Improvements to the College’s primary marketing source, the quarter class schedule is continual.

Ms. Yu concluded by noting that there have been slow, but noticeable changes and that this is the first time the College has had an enrollment focus at this level. She added that all departments are demonstrating a sincere concern for the welfare of the students and are continually looking for solutions to barriers.

Mr. Jeff Omalanz-Hood, Manager – Recruiting and Retention spoke about recruiting efforts. The College has traditionally focused it recruiting efforts on high school students and the number of events at the high schools has increased, with the primary increase occurring over the course of the past three years. Mr. Omalanz-Hood referred to an inquiry  application  registration, as a yield. The College’s yield went down this year. Mr. Omalanz-Hood noted this does not mean that we are not doing as well as neighboring Colleges. He added that in fact, ShorelineCommunity College is able to yield 34% of high school graduates from the Shoreline district, a much higher percentage than other Colleges. The College’s challenge is that the district from which the College draws its students, is much smaller in comparison to the service area for other Colleges.

Mr. Omalanz-Hood stated that the College has been working to increase recruiting of adult students (those that are one year out of high school and above). He added that while there are fewer applications from adult students, the yield for these applications is increasing.

Programs and activities that have supported recruiting efforts: implementation of the Inquiry Management System (IMS); recruitment/outreach communications analysis; increase in outreach to ABE/ESL (Adult Basis Education/English As A Second Language) populations;recruitment of students for the Honors Program; and the development of a Business Incubator at the SCC at Lake Forest Park location.

Plans are underway to schedule fifty plus faculty and staff presentation at high schools and to develop a Speakers Bureau made up of College personnel.

Mr. Omalanz-Hood mentioned that the highlight: the Inquiry Management System (IMS) developed by Ms. Linda Mickelberry from TSS (Technology Support Services). The IMS collects information on prospective students. In turn, prospective students receive a personalized and automatic “high touch” response. Faculty members receive an automated message, indicating that an individual has expressed interest in their program.

Mr. Omalanz-Hood also noted additional efforts to support enrollment: improvement to campus tours; outreach and recruitment to communities of color; and outreach to community organizations (Food Lifeline; Goodwill).

Insofar as retention efforts are concerned, Mr. Omalanz-Hood communicated that the College loses a significant number of students between the Fall and Winter quarters. A student retention campaign What You Need To Succeed happened in November—an event where students had opportunities to speak with College specialists in Financial Aid, Tutoring, Academic Support and Advising). Two hundred students attended the event.

Events and strategies that have supported retention efforts: earlier notification (via email) to faculty about upcoming registration dates; implementation of Math and English Pre-Requisite Checking; information about academic support resources; phone calling campaign to registered students who have not paid tuition;and implementation of an Early Warning Grade Alert system. Mr. Omalanz-Hood also recognized the well-established retention strategies employed by the Women’s Center, Perkins Program, Worker Retraining and WorkFirst programs.

In conclusion, Mr. Omalanz-Hood stated that, “Learning + satisfaction + engagement adds up to retention.” He noted that the renovation of the Pagoda Union Building (PUB) has an impact on student satisfaction and engagement and as a result, retention.

Chair Gidget Terpstra expressed her appreciation to Mr. Omalanz-Hood for his enthusiasm.

Ms. Edie Loyer Nelson asked if there was any correlation between Distance Learning classes and enrollment. Mr. John Backes, Interim Vice President For Academic Affairs confirmed that there is a definite correlation and responded that Distance Learning classes fill first (and quickly) as the classes allow students to meet their personal schedules, as well as, work well for those with transportation challenges. It allows individuals to obtain a degree or certificate by expanding access. Vice President Backes reiterated that the problem is that Distance Learning classes fill so quickly and the Distance Learning Program is continually “growing its distance faculty.” He added that the completion rates in the Distance Learning Program almost match the completion rates for on campus classes and noted that, “this speaks to the caliber of our faculty and the staff who run the Distance Learning Programs.” A new software system called the Enterpriseis to be implemented next Fall quarter, a system that will allow for more creativity and, the tracking of students. Vice President Backes shared that the Distance Learning Program is looking to develop short-term certificate programs for incumbent workers, workers who need credits but cannot be physically on campus.

Chair Gidget Terpstra asked Vice President Backes about the most popular classes. Vice President Backes stated that while all of the classes fill, an Accounting class (tied to certificate programs) and an American History (taken by Running Start students while in high school), are popular and added that the goal of the Distance Learning Program is to bring as much richness and diversity to our course offerings, online. Vice President Backes did note that while there is work toward increasing programs and certificates online offerings, it is not possible for some certificates to be solely online.

RECONVENE IN REGULAR SESSION:

At 4:04 PM, the Regular Meeting of the Board of Trustees of Shoreline Community College District Number Seven was called to order by Chair Gidget Terpstra in the Board Room of the Administration Building of Shoreline Community College.

MEMBERS PRESENT:

Ms. Shoubee Liaw, Ms. Edith Loyer Nelson, Mr. Roger Olstad, Mr. Dick Stucky and Ms. Gidget Terpstra were present.

Mr. Alan Smith represented the Office of the Attorney General.

CONSENT AGENDA:

Chair Gidget Terpstra asked the Board to consider approval of the Consent Agenda.

Two sets of minutes, from the Special Meeting of October 9, 2006, and the Regular Meeting of October 25, 2006 were on the agenda for approval.

In regard to the minutes from the October 9, 2006 Special Meeting, Mr. Dick Stucky noted that the meeting of the Shoreline City Council was held in the Mt. Rainier Room at the Shoreline Center, located at 18560 – 1st Avenue NE, Shoreline, Washington and not at the Shoreline City Hall as written.

Motion 06:44:A motion was made by Mr. Dick Stuckyto approve the October 9, 2006 Special Meeting minutes as amended.

Ms. Edith Loyer Nelson seconded the motion, which was approved unanimously by the Board.

In regard to the minutes from the October 25, 2006 Regular Meeting, Mr. Dick Stucky asked if the vehicles parked in the Sears lot (noted on page 4 under the REPORT: PUB UPDATE), were strictly student vehicles. Acting Vice President for Administrative Services, Mr. Stuart Trippel, confirmed that students parked in the Sears lot and added that Administrative/Exempt personnel parked in the DOT’s (Department Of Transportation’s) lot.

Motion 06:45:A motion was made by Mr. Dick Stuckyto approve the October 25, 2006 Regular Meeting minutes as written.

Ms. Edith Loyer Nelson seconded the motion, which was approved unanimously by the Board.

OPEN COMMENT PERIOD:

Interim Dean Carla Hogan from the Business, Automotive and Manufacturing Division, introduced Mr. Peter Calkins, the new Director of the Automotive Program. Mr. Calkins started working for the College on October 6.

President Lee Lambert introduced Ms. Lori Yonemitsu, Executive Assistant To The President. Ms. Yonemitsu served as the Confidential Assistant/Secretary to the Vice President for Student Services at ShorelineCommunity College for approximately two and a half years before joining the Office Of The President on November 13.

TRENDS AND UPDATES:

Dean Norma Goldstein from the Humanities Division provided an overview of Washington Learns, an initiative and report on the State of Washington’s educational system—Early Learning, K-12, Post-Secondary and Workforce Training. The goal of Washington Learns is to develop a world-class education system that supports increasing post-secondary attainment for the citizens of the state. Under the state’s current system, less than fifty percent of children enter school, ready to learn; one third of the state’s population has a high school diploma or less; and one fourth of employers report difficulty in finding qualified workers in the state. Dean Goldstein asked, “As a training organization, this is a problem for us and are we in higher education, doing enough?”

Dean Goldstein referred to four areas of immediate action identified in Washington Learns: 1). Improving early learning programs and resources for parents; 2). supporting high school students in meeting academic requirements; 3). reducing drop-out rates at the high school level; and 4). developing a statewide student information system. Based on these actions, Dr. Goldstein provided an overview of how Shoreline Community College is positioned to support the goals of Washington Learns by serving as a professional development provider, basic skills/developmental program provider (by working with the high schools), Workforce training provider, as well as, utilizing technology to personalize and expand services.

Dean Goldstein stressed the importance of working with the high schools and mentioned the Transition Math Project, a grant funded partnership between the College and the ShorelineSchool District that will assist in strengthening high school and developmental math curriculum with the state’s math readiness standards.

President Lambert added that the College and the school district are looking at ways to collaborate and a joint meeting between the Shoreline Community College Board Of Trustees and the Shoreline School District Board Of Directors is planned to take place during the month of January.

Due to the number of questions from Trustees about Washington Learns such as the Minority Report by Representative Glenn Anderson contained in the Washington Learns document, the impact of an online advising system on Common Course Numbering and the adoption of performance standards for math and science, Chair Terpstra concluded that that Board Of Trustees will plan to have a work session on Washington Learns and what it means for the College.

INFORMATION: SECRETARY TO THE BOARD:

President Lambert announced that by statute, the President of the College serves as the Secretary to the Board Of Trustees. President Lambert identified Ms. Lori Yonemitsu, Executive Assistant To The President, to handle the secretarial duties for the Shoreline Community College Board Of Trustees.

Motion 06:46:A motion was made by Ms. Edie Loyer Nelson to have Ms. Lori Yonemitsu, Executive Assistant To The President, serve as the Secretary to the Board Of Trustees.

Mr. Dick Stucky seconded the motion, which was approved unanimously by the Board.

ACTION: RENEWAL OF SECOND-YEAR TENURE-TRACK FACULTY CANDIDATE:

Interim Vice President for Academic Affairs, Mr. John Backes, provided background for this item.

Under separate cover, each member of the Board Of Trustees received a copy of the appointment review committee’s evaluation for one second-year tenure track faculty candidate.

The Board Of Trustees also received, under separate cover, a letter from President Lee Lambert and Interim Vice President for Academic Affairs John Backes, recommending the renewal of the Spring Hire tenure track candidate faculty contract for the 2007 – 2008 academic year.

Faculty MemberDiscipline/AreaCommittee Chair

Peter D. Sparks PsychologyMatthew Loper

In response to a question from Chair Terpstra, Vice President Backes confirmed that Mr. Sparks’ renewal process is “off track” from the regular renewal timeframe.

Motion 06:47Mr. Dick Stucky, after having given reasonable consideration to the recommendation of the appointment review committee and by the Interim Vice President for Academic Affairs and the President, moved that the Board renew the faculty appointment for the 2007 -2008academic yearto faculty member Peter D. Sparks.

Ms. Edith Loyer Nelson seconded the motion, which was approved unanimously by the Board.

ACTION: EXCEPTION TO PROCEDURES (POLICY 3802):

Mr. Matt Fitzsimmons, Student Body Association President and member of the College Council stated that with the remodeling of the PUB (PagodaUnionBuilding), also known as building 900, there has been interest in renaming the building. As a result, the College Council has been referring to College Policy 3802 (Naming of Campus Facilities). Mr. Fitzsimmons referenced one of the steps related to Procedural Guideline Number 3 contained within Policy 3802 that states, “The proposal must be submitted to the College Cabinet by its second meeting in November.” A call for proposals for thenaming of facilities, commenced andfour proposals to the name building 900 (existing name: PUB – PagodaUnionBuilding) were submitted by the deadline of November 17. The names submitted included:

1. The existing name: PUB – PagodaUnionBuilding
2. The Pod – Path Of Diversity
3. SSUB – ShorelineStudentUnionBuilding
4. KLUB – KenLaFountaineUnionBuilding

Mr. Fitzsimmons noted that a request was made to Ken LaFountaine’s heirs based on Procedural Guideline Number 3 (Steps for recommending to the Board) contained within Policy 3802, Step A that states, “If the proposal is to name a facility or area after an individual, concurrence by the individual, or the individual’s heirs, must be obtained and verifiable.” Mr. Fitzsimmons confirmed that the College received a letter from and signed by, Ken LaFountaine’s widow and his father, in response to the request.

Chair Terpstra requested that the letter be a part of the record. Ms. Yonemitsu has the original letter and will file a copy of the letter with the documents related to the Board Of Trustees December 6, 2006 Regular Meeting.

Mr. Fitzsimmons relayed that the reason the College Council brought the item, Exception to Procedures (Policy 3802) for Board consideration, was so that balloting could take place during the third full week of the Winter quarter rather than during the Spring quarter (as identified in Step C of Procedural Guideline Number 3). On behalf of the College Council, Mr. Fitzsimmons also requested approval from the Board to conduct a ballot on the four proposals.

Chair Terpstra and Mr. Dick Stucky expressed concern about a ballot containing four proposals and asked, “What if each name received 25% of the vote?” They concurred that with four good names, the chances of a very close race, is a strong possibility. Mr. Roger Olstad and Ms. Shoubee Liaw also expressed their concern about a four proposal ballot.