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Meeting Minutes: Regents Advisory Committee on Student Life (RACSL)

Spring Meeting
Monday, May 17, 2004 - 9:00 a.m. to 3:00 p.m.
Georgia Tech

In attendance:

  • Jeff Jacobs, Clayton College and State University
  • Angela Avery, Clayton College and State University
  • Al Harris, Armstrong Atlantic University
  • Garrett Burgner, Dalton State College
  • John Spranza, Floyd College
  • Danielle McDonald, Georgia Tech
  • Rich Steele, Georgia Tech
  • Kathy Alday, Kennesaw State
  • Wes Thomas, North Georgia College & State University
  • Alicia Caudill, Gainesville College
  • Gary Oliver, Savannah State
  • Nina - Gordon College
  • Dave Leenhouts - Coastal Georgia Community College
  • Janea Johnson - GPC - Decatur
  • Michael Stewart, Macon State
  • Ron Lunk - GC&SU
  • Sean Thomas, Southern Polytechnic State University
  • Terrance Smith, Fort Valley State University
  • Brian Byrd, Fort Valley State University
  • Pat Daugherty, UGA
  • Linda Picklesimer, University of West Georgia
  • Iris Shanklin - Atl Metropolitan College
  • Phillip Rollins, South Georgia College

  1. University System Office Report
    Tonya Lam - Interim Assoc. Vice Chancellor for Student Affairs

    RACSL has finger on pulse of what students are saying and feeling System Office looks to this group for feedback to make sure we are providing kinds of support students want and are paying for BOR monthly meeting tomorrow and Wednesday (will probably announce tuition and fees)

    1. Budget
      Presentation on Direction for Overall direction of Student Affairs Budget Cuts FY 2005 - Instruction will not have budget cuts

      Overview of budget structure
      A Budget - Allocated budget to campuses
      B Budget - Operating for BOR
      C,D,E Budgets - special projects, construction, building bonds, healthcare, support

      Formula funding - based two years previous enrollment

      A budget - not large cuts
      B budget - pretty large cuts

      Still planning for a 2% pay raise, however, it won't go into affect until January

      Fee information approval is not yet known

    2. Hope changes impact what system is able to do Fee payment has been capped at this past spring's rate Now requests for increased fees may be granted more easily Results from BOR meeting should be on USG website on Wednesday

    3. Best Practices - a BOR competition to promote Best Practices - deadline for this year is May 20
      One criteria is that it can be used at any sized campus and at your own campus has proven to be beneficial. They also look for collaboration across campus and across the system

      1st place - $15,000
      2nd place - $10,000

    4. Multi-institutional Functionality - Students at any of our campuses can register for and enroll in classes offered by other campuses (not just distance ed, but any types of courses)

      All institutions using BANNER are eligible to participate

      March 2005 - scheduled to begin implementation on three to five campuses

      Questions regarding logistics of this program should be directed to Tonya Lam in the System Office

      Danielle from Tech asked about - disciplinary responsibility, how students would be informed of different policies, honor code, involvement in organizations, student IDs, parking permits, differing academic calendars, etc.
      Other questions - HOPE, fees (which do they pay) - rate student would pay the rate of the institution where they are taking the course, pay the mandatory fees of home institution, and a $10 MIF fee that would go to host institution
      At end of year, budgets would be reconciled and funding exchange

      Program will evolve over next months, at our fall meeting we will be able to have more discussion
      All basic rules that apply currently to transient students and their admission would still apply

      This group needs to put recommendations on paper and submit them for consideration

      What are institutions doing currently with Transient Students and their fees/access?

    5. Conversion of Student IDs
      Should be converted by 2005 - target date rescinded due to budget cuts, some campuses stopped, some continued with conversion (West Georgia just did conversion)

      Georgia Tech and Kennesaw have already converted -
      In order to convert - plan has to be approved by BOR
      What is plan for communicating to students for how you are protecting their privacy?

      Moving down a path of enterprise applications (like BANNER) - purchased at System level

      Allows for interfacing
      Banner, PeopleSoft, WebCT, Vista (new), Luminus

      There is a system software licensing contract that allows you to make programs (virus protection, Microsoft office, etc.) available to students (technology fee can pay for it)

    6. Computer Security Presentation
      Free course for computer users - created by chief IT officers from across states - to communicate to "end users" policies for using computers

      Campus security computer use - how is it being covered on campuses (Orientation, other options)
      Written agreement?
      Polices in student handbooks?

      Tonya will send the link to the course so we can preview
      Would be available in WebCT
      For more information - contact your chief Information officer on your campus or Michael Rogers with Advanced Learning Technologies (678) 407-5441 - Michael.rogers@usg.edu

      Problems with electronic voting - wireless, palm pilots, what constitutes a polling place? West GA made a policy that prevents candidates from being present when anyone votes

  2. Campus Performing Rights Agreement
    Robin Crittenden - Assistant Vice Chancellor for Legal Affairs

    Music License Agreements for campus
    ASCAP wants five year contract - state only allows one year

    Three companies that hold licenses/rights to use music: ASCAP, CSAC, BMI
    End up needed license from all three to make sure all music is covered, plays radio station, student groups, band, chorale groups, bands brought on, DJs, etc., all may use music

    Last year, made an addendum to BMI contract, currently working on CSAC, ASCAP will be next

    Addendums deal with areas we cannot agree with in agreement based on state policies - we are to wait to sign contracts with CSAC until this is finalized - working on terms for institutions in the system - System is negotiating for institutions, but institutions will need to sign own contract - System office will not enter into contract - they are just setting the terms for us

    Robin was asked to share information with RACSL list serve in addition to CBOs and others

    If you have already signed an agreement - addendums will supercede whatever has been signed already

    It may be paid by CBO out of auxiliary funds because it covers whole campus - your fee is based on your enrollment

    Campus Riders for individual contracts - Robin will review if you would like

    Note: State does not pay penalties or late fees

  3. SAC (Student Advisory Council):
    Has transitioned to being a presidents meeting once per semester - met in spring 2003 and fall 2003, but has not met yet this spring - No one has officially taken a lead on organizing these meetings

    In fall RACSL talked about adding a leadership component into LEAD as meeting for SGA president

    LEAD - April meeting (RACSA) needed low cost alternative for training leaders from two-year schools - 28 people - 6 different schools - date was convenient for people who requested program - could be hosted on other campuses
    Tonya - current situation - new structure seems to be working better, but they do need someone to organize their meetings and give them structure

    Student intern is working on list serve and getting information out to students - new SAC website is up - it appears RACSL members are not on list serve and should be (Tonya will check on this)

    There are two listserves - one is a general student listserve - people have to sign up for it
    Second is presidents list serve on which we should be included

    Asking for your SGA website to it can be linked to SAC website

    Policy changes reflecting new structure will be going to Board for approval in August

    Perceptions on SAC from RACSL members What kind of safeguards can be put in place to make sure SAC remains advisory council, and does not become the way it was before? New structure without officers/ committee structures should help prevent that Keeping only one delegate from each campus Requires support of advisors - restrict funding, keep up with students, etc. Changes registration structure - so you could not come if not approved in advance

    Look at balance of information sessions vs. time to share ideas/discussion/roundtables, etc.

    How will this be handled without anyone in BOR designated to handle this
    Perhaps chair of RACSL each year should be responsible for maintaining SAC each year Choose date and location as quickly as possible in fall (to try to get on Chancellor's schedule)

    Who might want to host SAC in the fall - Gainesville? North Georgia?

    Not sure if SAC will be a line item in next budget?

    Would like to see SGA presidents dictate if they would want to have a LEAD or some other type of program

    Successful LEAD topics - basic programming, campus policies, purchasing, contracts, riders, long range planning

    LEAD should be for incoming people

    Feel free to send your feedback on SAC and leadership training to Jeff or to the listserve

    If they are only meeting twice a year for one day - there may not be time for more than just discussing issues - there would be two SAC meetings, and maybe an additional program like LEAD

    Maybe we need to offer leadership development program in the late summer/early fall?

  4. SR 863-BoR/Education: student participation as poll workers
    Handout shared - Resolution passed by legislature -
    We need to do something to encourage student participation in voting -
    And provide service to community to use students to recruit and teach others about voting
    Definition of "poll worker" - work at poll and/or do out reach?

    You have to be careful not to help people fill out forms if you don't have a registered person at the distribution place

    If you want to use registration on campus - perhaps partner with League of Women voters or other groups that are deputized

    Information must be made available and make people aware of the location.

    Lunch Presentation from Ideas Unlimited - Campus Movie Fest

  5. Luminus Demonstration -
    Kathy Kral, University of West Georgia

    Created to serve students by reducing number of logins and passwords for e-mail, BANNER, WebCT - wanted one login to get into everything they needed

    Also needed a way to communicate information with students

    Decided they needed a portal - Campus Pipeline/Luminus -

    Offers e-mail, calendaring, group options

    Provides access for faculty, staff, and students

    BOR worked with SCT to negotiate cost - collective relationship with other campuses

    To sell to students you can share with them that a portal is like a "my yahoo" or a "my aol"

  6. Funding New Buildings with Fee Increases
    How many have passed student fees to build buildings
    Ron Lunk - Georgia College and State University
    Al Harris - Armstrong Atlantic
    Linda - West GA - real estate foundation is President's Cabinet - for fitness center

    What have fees been?
    West GA - $100 per student fall, spring, summer
    GT - campus rec center - $54 (optional unless you are full-time - no pay, no use)
    GC&SU = $40 (for all)

  7. Tobacco Use Prevention Programs (TUPPs)
    Jacobs indicated he attended a TUPPs partners meeting in April which featured information about the anti-tabacco initiatives in the state, as a result of the tabacco settlement funds. Colleges and universities were encouraged to sponsor activities on campuses. It was suggested that a representative come from TUPPs to present more specific information about the program. Jacobs would facilitate this.

  8. Election of Chair/Secretary for 2004-05
    Jacobs solicited interest for individuals to serve as chair and secretary of the group. Little interest was expressed for chair and there was a recommendation that Jacobs serve for another term. Jacobs agreed and it was approved unanimously by the group. ___________ volunteered to serve as secretary; approved unanimously by the group.

    Meeting was adjourned at 2:50 p.m.

    Submitted by Alicia Caudill, Gainesville College

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