Meeting Minutes: Regents Administrative Committee on Student Affairs (RACSA)
Georgia State University, Board of Regents Offices
October 28 - 29, 2002
The Fall meeting of RACSA was held on October 28 & 29, 2003 on the campus of Georgia State University and in the Board of Regents Offices. Penny Wills (Floyd), Chair, called the meeting to order at 12:45, October 28.
RACSA Review, Assessment, & Discussion (Penny Wills):
Wills distributed the RACSA Statement of Mission and Purpose and referred to
the Summary of RACSA Assessment Interviews. Jane Thompson (Clayton) recommended
that the report also highlight the positive progress made recently re communication
with the USO.
Fall Meeting Location (Penny Wills):
In recent years RACSA has met on an Atlanta campus for the first afternoon,
and gone to the BOR offices the following morning. Discussion ensued, with
the following points made:
- A benefit of coming to Atlanta is that people from out of Atlanta can get other business done while here.
- There is value in coming to the place that wields influence over our lives.
- A concern about meeting at the BOR office rather than a campus is that USO people won't go to the campuses, and thus become isolated.
- We could consider a compromise - meet in the "greater Atlanta" area - north/west Georgia campuses, which will allow access to Atlanta for those who need it, also convenient enough for USO staff to visit.
- If we can get commitment from USO people to come to other locations, we should go elsewhere because the logistics are easier. It is also helpful for all of us to see other campuses.
- Maybe the weakness is in the agenda - we should determine the agenda and invite guests to suit that agenda.
- Now that the RACSA chair meets more regularly with USO staff, there is not as much need as previously to go to the BOR offices.
- Part of reason we come to the BOR office is because of a historic student affairs/RACSA inferiority complex. Since we are no longer "out of the loop," the Atlanta location may have lost its purpose (for example, the VPBA's and VPAA's don't meet at the BOR.)
It was determined that a decision would be made October 29, and that meeting schedules be set one year in advance.
USO System Update (Frank Butler):
- The USO would like to hear more formal recommendations from RACSA. (Example. The vote regarding fees for disability charges this summer was helpful.)
- We will need to do new enrollment projections soon.
- The system applied for a $30 million NSF grant to improve math at all levels. Although we did not get the grant we will continue in that direction and hopefully reapply. Butler will join Cathy Henson, chair of state Board of Education to set a committee to discuss foreign language as well as other graduation and college entrance requirements.
- Recruitment & retention of African American professionals: A contract was let to Matlock & Associates. Information has been sent to presidents of eight schools and copied to other presidents.
- DTAE: Butler has been charged to rework the mini-core agreement, with the goal of developing more specific guidance.
- Retention targets will be linked to the Office of Educational Accountability (OEA) and to the strategic plan. Details have not been developed yet.
- The number being discussed for formula funding is 80% for enrollment numbers.
- Strategic Planning Committees are now being appointed.
- Discussion in the AJC re admissions requirements in 2-year schools: A subcommittee of presidents has been appointed to look at a number of issues.
OEA Report Card (Cathie Mayes Hudson):
- The first OEA report card on the USG will be released in December. A USO committee worked with them to identify indicators (retention, graduation, regents test rates and licensure passing); definitions are still being negotiated.
- Graduation: The USO is recommending 6-year rates; OEO also wants 4-year and 5-year rates, and 2-year rates for Associate degrees. The definition of "associate graduation rate" now is the Associate degree graduation rate plus the transfer rate to a 4-year college. USO recommended that the OEA use peer data, but they declined, so we will compare within the system, probably by sector. VPAA's have been encouraged to dig deep into retention rates so you know why you compare to others in sectors.
- Regents Test: The USO recommended that Regents Test rates be used for students who have passed 45 hours; OEA recommended that it be first-time test takers: this is still being negotiated.
- Licensure rates: OEA has requested a list of all U SG programs with any exams. Very few areas are easy to get data for. (Not all provide data to institutions, for example). OEA suggests that this is just the beginning and is likely to grow over time.
Regents Quantitative Skills Test (Kathleen Burke):
The USG is trying to finalize the policy, and may make it a graduation requirements
for first-time freshmen entering Fall 2003. Enrolled students and students
bringing in transfer credit would be grandfathered to Spring 09. PSO students
are considered first-time freshmen. We are also trying to come up with an
SAT equivalent to exempt reading, essay, and math tests. Preliminary test
specifications are on the USO "student & academic resources" web
page; the final policy will be posted there. We are still working on computerized
administration of test, and have sent a request for information from vendors.
RACSA Committee Structure and Liaisons (Lee Wilcox):
Wilcox referred to the handout, Committee Structure of RACSA and Related Administrative
Committees to Student Affairs. Discussion ensued, with the following points:
- There is nothing in the RACSA bylaws.
- How connected do we wish to be, and what should be the nature of the connection?
- Meetings of all groups are often long, and it is difficult to add meetings. Consider having the executive committees of all groups have joint meeting once or twice yearly to discuss issues of mutual interest.
- Examples of why we need coordination: Transfer articulation will be discussed by both RACRA and RACSA, and there is overlap on other issues. Registrar personnel demands are high, and they need VP support and understanding.
- Some of these groups were formerly officially codified in the system, but that section of the policy manual was eliminated by Portch. Only SAC still exists in board documents. Portch didn't want presidents to vote on issues, and he didn't want votes from committees.
- Some were originally subcommittees of RACSA (example, Counseling, Student Life, Financial Aid).
- Wills and the executive committee will continue to work with Butler on getting them recognized/registered/codified.
- If there is a natural committee that reports to us, it should, rather than going directly to Chancellor.
- In past years, the VP of a committee chair's campus reported to RACSA. Sometimes that created challenges getting info; it would be good to have a VP who has a concern/interest in the specific area. A VP without the interest and background in a specific area may not share interest and passion of the group.
- The groups we know are currently active are: RACRA (meets 3 times a year, multiple reps from each campus); RACSL (2-3 times, about 20 institutions); RACSFA (3 times); CDA (2-3 times); RCLD (2 times). The Career Planning & Placement group is not listed.
- It is important that we make our work concise - we're looking for issues of mutual interest. The power is a common voice, multiple groups saying same things to the system.
- There is also a very powerful IT group with whom we have little contact with them. Policy should drive technology, not other way around.
- Electronic communication should precede face-to-face meetings.
- The following members volunteered to contact group chairs and make recommendations to RACSA: McElveen (RACRA); Buck (?); McClellan (RACSFA & CPP): Wills (CDA); Wilcox (RACIE), Sellers (RCLD).
Report from the Office of Student Services (Tonya Lam)
Lam's report was reviewed. Discussion ensued about the Lumnius Portal Platform:
Georgia Tech is furthest along. Lam estimates the cost to be as much as $300,000
over a 3-year period (including hardware). Augusta has updated and reports
it is good if many students are off-campus, provides market segmentation
messages, and is smoother without the advertising. The difference between
Campus Pipeline and Luminus is that Luminus is plug & play, so it can
be used as needed with own system components. The biggest advantage on the
academic side has been faculty using e-mail. Georgia Tech is starting with
academics, which is good because of the connections with Banner and Web CT.
Lam drew attention to two attachments, Minimum Student Services and PIA-USG Support Issues (Additional Support Items). The target date for Attachment 1 is 2005. Lam indicated that these are not mandates, but conclusions about the best ways to serve students. The USO is thinking about some regional consortiums for sharing for those institutions who can't provide some services. Questions were asked about the Financial Aid components, and about how to identify institutions in the system who are doing these things well. Lam indicated that she will update the handout with those names. Wills indicated that it may be good to invite IT person from the USO (recommended Beth Brigdon) and Chair & Chair-elect of the IT committee to join us at least annually.
Community Involvement and Outreach Task Force (Tom Walter):
Walter announced that he was seeking volunteers to meet with a liaison from
Boys and Girls Club about increasing access, helping kids see higher education
as an option. Michael Sanseverio and Tom Walter volunteered.
SAC report (Michael Sanseverio)
Sanseverio referred to report, Leadership Planning Retreat, and discussed it.
There were no action items. Institutions need to enforce limits on the number
of students being sent to SAC - SAC has agreed to have 3 meetings a year,
with a limit of 4 delegates per school. They are considering scrapping their
constitution and starting over.
Report from the break-out group regarding transfer students:
- This is a major resource issue on every campus.
- The most important task is to build a catalog, prioritized based on where most students transfer from (including dates of attendance)
- Some schools use admissions staff during downtime to determine entrance; articulation must be verified by Registrar.
- Some schools allow students to go on the web and see how their courses will transfer.
- CAPP will also be a resource issue.
- It's a good idea to cross-train staff - don't put all of this knowledge in one person's head.
- GCSU has set a realistic application deadline, 30 days before registration; they are strict because of the stress late appliers put on the system.
Report from break-out group regarding housing:
- The definition of privatization is changing; there is a range of options (for example, built and managed by vendor; built by vendor and managed by university; built by vendor with shared or split management).
- The BOR facilities committee has become more involved in the details of projects.
- VPSA's need to learn to argue for the specific needs of their own campus, so that the system does not move toward a "one design fits all" concept.
- It is imperative that student life staff and residence life staff be involved in the planning of privatized projects.
- If you are just adding housing, recognize that other responsibilities will increase (for example, student life, public safety, judicial), and plan for that.
- Network - learn from each other. If housing is new for your campus, be sure and learn from colleagues with housing experience. McClellan distributed a handout of professional associations and listserves for housing professionals.
- The role of the university foundation is sometimes a challenge. Some want to be very involved in planning and/or management, some not at all. Some have expectations of profits that influence decisions.
The meeting adjourned at 4:50, followed by campus tours and dinner. The meeting resumed at 8:30 a.m., Oct. 29, at the BOR offices.
Update on International Students and Study Abroad (Rick Sutton):
- We are in a grant project to teach students in all USG schools less-common languages online (Russian, Japanese, Chinese). Challenges include registration & financial aid processes. They are looking for way to allow students to do this without going through the cumbersome transient and financial aid process.
- SEVIS compliance is required by Jan. 30, 2003 (Handout). About 10 USG institutions appear to have filed. USO staff is calling institutions to verify. Nov. 15 is the federal deadline to be guaranteed by Jan. 30. Sutton will circulate a list of Designated School Officials (DSO's) to RACSA via e-mail. The SEVIS compliance process requires schools to file and pay a fee online; they will be notified of a site visit by independent contractors who will do a campus tour and spot check for records compliance, then be given hard copy of the re-certification process to be signed by the institution president. If an application is rejected, there is an appeal process. Once re-certified, an institution must move to electronic process of international students.
- A Study Abroad conference will be Nov. 12 in Athens. BOR has mandated that 4% of system students study abroad. This is defined broadly, and may include student activities as well as academics (i.e. school musical groups doing tours). USO staff encourages schools to think of this as 25% of students who graduate. Based on current enrollments this would mean increasing from 3500 to 7200 by 2007. No new money has been allocated for this mandate; it is a campus responsibility to meet. In the past six years, the USO has given $600,000, matched by institutions, to assist students, but we are nearing the end of system funds for matching. The USO is seeking funds and looking at creative ways to use existing funds.
- Health insurance: The USO has investigated system bids on health insurance options for students and faculty who go overseas. There are some good options, which campuses can choose to use or not. If we use it, it increases USO buying leverage.
- As an outgrowth of the Hispanic Task Force, the System has run a pilot to increase the number of ESL certified teachers in public schools and support Latino students in higher education. There were some successes, and we are now working on expanding and replicating. We lost about 1/3 of funding in last year's budget cuts.
Legal Update (Burns Newsome)
- Most legal issues right now are regarding international students.
- USA Patriot Act is an enormous act, which is mostly law a enforcement act.
- SEVIS - described above.
- Bioterrorism regulations: Every institution must have a responsible facilities official (laboratories). There are regulations regarding storage, access, etc.
- Information access for law enforcement: standards have been lowered standards, which means we need protocols for how to handle court orders from the FBI, etc. The most affected areas will be information technology and foreign students. Because SEVIS protocols have not yet been published, information will not be available through SEVIS, so the FBI will have to go directly to schools for more information.
- HIPPA - Health Insurance Portability and Privacy Act: Congress is trying
to bring down costs and increase privacy by standardizing health care information
(how to maintain, transfer, and dispose of records). This is broader than
just Human Resources and Health Services; it could include counseling centers,
athletic medical staff, etc. HIPPA has three parts:
- Standardization or code sets - HHS will publish codes that institutions must use to transmit health information, with current target date of October 2003.
- IT security - statutes are not yet complete, and we have 18 months to comply, so this will probably be an issue in 2005.
- Privacy regulations - if you maintain records, you have to keep on a need-to-know basis. You must keep records under lock and key, keep a log of sharing, have and disseminate a policy, and get authorization to send health care information to anyone off campus. Students and employees can challenge the content of their records. Every campus has a HIPPA Coordinator. Newsome will share list with RACSA.
- Drug & alcohol legislation: The 1989 amendments state that campuses must have a policy and certify to federal government: annually the disseminate policy; describe health risks, treatment options, federal penalties, and campus penalties; and conduct a biennial review. Electronic dissemination is acceptable. Every year there is legislation submitted to Congress to make institutions more aggressive in enforcing, but that has not passed yet.
- Red & Black and Gonzaga cases: Newsome summarized the Red & Black case, which resulted in "educational records" being defined as only "academic records" by the Georgia Supreme Court. In the Miami of Ohio case, a federal court says Red & Black is wrong, but that is a different federal district, so Georgia's Attorney General says Red & Black still stands. The Gonzaga case went to the U.S. Supreme Court, which accepted a clear broad definition of educational records as protected by FERPA. Newsome advises that we consult with him before making a decision to close hearings.
- Felony convictions question on the admissions application: That is the institution's choice, because we may consider an applicant's background and fitness for admission. We may deny admission solely on conviction, but most campuses have a more complex, nuanced response (further investigation and decision based on circumstances). Institutions should have an appeals process. If you include the question, read it and deal with it. Question: What if a student says no, you admit, and much later you discover they lied? Answer: You can still remove from the institution. Question regarding "first offender" and "no lo." Answer: These count as convictions, but applicants may honestly not realize that.
- Sexual offender notification: This is the responsibility of Public Safety officers. The campus must notify students as to how to find out which sex offenders live near campus.
Effective Websites and Online Student Services (Kris Beisinger)
Beisenger distributed handouts Identifying Best Practices in Online Student
Services and Online References for Usability Information.
- A good book is Don't Make Me Think: A Common Sense Approach to Web Usage, by Steve Krug (2000), New Riders Publishing. It will be helpful in conducting usability analysis of websites.
- Www.cfnc.org is a good example of a state portal into higher education information, with potential for Georgia. Lam noted that we will be revisiting the idea of a common university system application.
- If you want USO to do formal usability testing of your website - contact Tony Shiver (tony.shiver@usg.edu).
- Lam stated that on the USG Student Services page, there is a link to your Division page. Not all the links are working, so you may get call from the USO. The USO has communicated with university media people to check on the links from the map on the USG website. RACSA members may want to check on as well.
Future RACSA meetings:
Motion (by Wills, second by Hazel Scott, unanimous adoption): RACSA will conduct
three meetings annually, one of which will be a joint summer meeting with
the Academic Affairs Vice Presidents and USO staff. The fall and spring meetings
will rotate among system institutions with the stipulation that the fall
meeting will be conducted on a campus near or inside the Atlanta perimeter
to foster additional participation and input between RACSA and the USO.
Summer meeting dates are July 14-15 at UGA Continuing Education Center. Please send topic and speaker ideas to Penny Wills.
The Spring RACSA meeting will be Feb. 27-28, at Augusta State.
Concluding comments:
Please send feedback to Penny Wills on how to this meeting went.
Special thanks to Hazel Scott and the Georgia State University staff.
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Submitted for review and approval by Melanie McClellan