Meeting & Agendas

Motion made by Matt Figg to approve minutes as presented. Second by Noko Wilson. Motion passed unanimously.

Committee agreed to adjourn at 2:50pm. As of this time, there are no summer meetings called.

Registration started Monday, May 4, at 12:01am. Had some technology challenges. System crashed right away and did not come back up until 2am. Students had many concerns with the quality of the registration and scheduling systems in place at ACC. Admissions and Records had over 3000 emails with issues the first day. Enrollment Services assumed all Level II calls for their department and has been overwhelmed. Waiting for more staff to come online to assist with calls. Many classes filled up very quickly and wait lists did as well. Physics, Chemistry, and Biology were the fastest classes to fill. Not enough seats or sections available. There were a lot of questions sent to advisors concerning: new codes (pass/no pass), incomplete, withdraw reasons, and do I get to take the class over again free this summer? There were about 260 incompletes from last fall, but do not know how many yet for spring until final grades are awarded by faculty. It has been reported that faculty members have been telling students they are just going to assign an incomplete and they can just retake the course this summer. Student Affairs Communications is creating a document to share with students and faculty about all the changes to grades and policy related to COVID-19. Help Desk had phone line issues with a line being cut and the number having a busy signal. The top three call in needs were: removing holds, need transcripts, course/program information. All involved recommended to never have ALL students register at the same time again. Also, suggested to have registration times when staff is actually at work so questions can be answered immediately.

IT is working on many projects for the district. The top 8 that relate to Enrollment Services Committee include: 1. Records retention and movement from Fortis to BOX. Also, trying to assist with TREX and BOX movement of student records. Institutional records have already been moved to BOX successfully. 2. Salesforce coming online. Adult Education will go live July 2020 and the rest of the college will be October 2020. 3. BOX for student records is coming online soon. Training will roll out in June. This will help divisions and departments seamlessly share and move records. 4. Pass/No Pass changes to system and how impacting transcripts. Student announcement will go out May 22. Open time to select this option will be May 22-29. 5. Electronic signatures for Financial Aid are getting much closer to going live. Have to meet all federal guidelines. 6. Electronic Signature for Non-Financial Aid are even closer to reality. Esign and UETA are both in the plans. Adobe sign is already available and ready to use for certain applications. 7. Data Hub implementation will occur and bridge communication with Salesforce and Datatel. 8. MyACC App for staff is rolling out and will look very similar to the online services that can be found in the HR platform.

The definition of an active student was decided to be placed in the catalog for 2020-21 instead of amending the administrative rule. This label will impact technology, services and conduct for that individual. Fall agenda items will go back to address the administrative rules that were being discussed at previous meetings.

The student aid package passed by the federal government for COVID-19 relief included $6.9 million for ACC students. We had 1700 applications on the first day. Applications will still be accepted, but cannot distribute for the summer until after the first day of class. The applications go to the scholarship office for consideration. If CARES act funding is not qualified for by a student, other aid funding from other college funds may be available. We have asked for the APPLY NOW button to be taken off the website, because the students are thinking that is where they apply for CARES Act emergency aid. As of now, the financial aid office has over 4000 applications for emergency aid.

Goal is to have 19,000 to 20,000 students enroll for summer. Right now we are at 13,799 after two days of registration. Adult Education numbers are not at the level the college would like to see. Again, staff recommended to stagger the registration and try to do on another day besides Monday and during working hours.

Proposed to stagger registration at this time by how many hours a student has on record. It would be broken down by a week separation to assist with student needs.

A new committee has been formed to create a two year vision for strategic enrollment. The committee is headed by Jessica Vess, Melissa Curtis, and Gretchen Riehl. The committee reports to the Strategic Enrollment Management Steering Committee. They are planning to present the plan to the Board of Trustees at the August meeting. It will be a college-wide plan that incorporates a lot of the current activities by various groups throughout the college.

Q1. Are there any planned in-person meeting classes for summer? As of now, there will be a hybrid type of course offerings. Second summer session may have some workforce type courses offered. Q2. Are ALL of the distance learning courses going to be eligible for the discounted tuition for online courses? Yes. Deciding on amount and population. Q3. Is the summer course schedule going to be updated with the information to students about the actual days and hours online meeting times for the courses? The options are available in self-serve, but not in course catalog. Faculty decides if they require precise attendance times or is it just self-paced to access when it fits into the student's schedule. So may vary from class to class. Most do not have required sit down in front of computer time assigned.