ON-SITE REAFFIRMATION COMMITTEE SCHEDULE W/LIZ S NOTATIONS Institution: CALDWELL COMMUNITY COLLEGE AND TECHNICAL INSTITUTE Dates of Visit: September 27-29, 2016 Chair: Dr. Theodore Seuss SACSCOC Staff: Dr. Doogie Houser ON-SITE REAFFIRMATION COMMITTEE VISITS REQUIRE FLEXIBILITY THIS SCHEDULE IS SUBJECT TO CHANGE, EVEN ONCE WE ARE ON CAMPUS! ON-SITE HOSTESS COMMITTEE Purpose: This committee s purpose is to make the team members feel welcomed and comfortable during their stay. This committee will Coordinate meals Stock and replenish kitchen next to board room with pastries, snack items, and cold drinks Assist with gift boxes to be left in hotel rooms and shipped after departure Assist with preparation of a Help Yourself box in workrooms Assist with preparation of a to go snack box for reviewers prior to departure. Donna Church Executive Assistant to the President (726.2210) Christiana Bryant Assistant to the President (726.2240) Liz Silvers SACSCOC Accreditation Liaison (726.2375) CCCTI AMBASSADORS Purpose: These CCCTI Ambassadors will assist the On-Site Committee with daily logistical information including schedules, walking committee to various offices and rooms, help with locating information, etc. Nicole Fogle, Program Assistant, OIERG (726.2304) Nicole will keep this group organized Elaine Lockhart, Vice President, Continuing Education and Workforce Development (726.2241) Sherry Wilson, Associate Vice President (726.2306) Matt Anderson, Student Resource Specialist (726.2204) Dena Holman, Vice President of Student Services (726.2737)
2 Tuesday Sigmon, Counselor/Coordinator, Disability Services (726.2716) Kim Hinton, Department Chair, College and Career Readiness (726.2235) Marla Christie, Executive Director, College Foundation (726.2203) Susan Wooten, Vice President, Technology & Instructional Support Services (726.2233) Kim Lackey, Director of Student Activities (726.2301) Nancy Risch, Coordinator, Developmental Education (726.2602) Marcia Potts, Accountant (726.2217) Student Ambassadors (Matt Williams) DRIVERS / TRANSPORTATION Jeff Link, Department Chair, Career and Technical Education (726.2336) Dennis Seagle, Director, Enrollment Management (726.2705) Jeff Herman, Director, Facility Services and Capital Projects (726.2294) Edward Terry, Public Information Officer, (726.2202)
THINGS TO DO Dr. Poarch o Identify faculty group for meetings o Identify students group o Talk with Dr. Poarch about command center possibly in my area out front o Finalize food options (menus/dining options/payment process to restaurants) o Ask Dr. Poach/QEP Committee is they would like to do provide the team with a QEP update document? o Meeting room preferences, if any? Reserve rooms when confirmed o Confirm college gifts for welcome packages. Put together boxes. Make nametags and binders. Ask Print Shop o to make bound copies of QEP, CR, and FR for workrooms o to print signage placards for airport drivers Educate people (Liz): o QEP Team, Student Ambassadors, individuals who may meet with team, etc. o Meet with drivers o Meet with ambassadors (Get approval from Dr. Poarch and ask identified people if they mind to serve in this capacity) o Meet with folks at Watauga Campus to alleviate their anxiety. Ensure QEP signage. Answer questions. Identify who will give tour and make sure he/she is comfortable. o Meet with hostesses o Drivers Check out hotel with Donna. Check on signage at hotel. Work with Donna to get supplies, food, materials, etc. Work with Nicole to gather supplies for workrooms Work with Susan regarding laptops for committee, printer, copier, etc. Work with QEP team on Presentation. Bring in off-site people to listen to QEP to give feedback. MISCELLANEOUS NOTES College vehicles have been reserved. Drivers should always have umbrellas, cold bottled water and snacks in vehicles. CCCTI staff/faculty does not join committee during meals, except for the faculty luncheon on Wednesday. CCCTI staff may NOT enter the workrooms (hotel and campus) without the Committee Chair s permission. No classes should be canceled for the visit by SACSCOC. 3
4 HOTEL AND CAMPUS WORKROOM REQUIREMENTS (Liz will work with Susan Wooten) Hotel and campus workrooms must remain locked. Dr. Taylor will have a key to both workrooms. Laptops must be provided for committee members that request them. Internet capabilities, if possible, in both workrooms Other equipment required for workrooms: o Heavy duty paper shredder o Copier o At least two (2) Printers Office Materials such as staplers, pens, flash drives, ink cartridges, generous paper supply, high lighters, etc. LAST MINUTE CHECKS Give drivers signage to welcome our guests at the airport (Liz will ask Print Shop to make signs) Ensure digital sign out front welcomes our guests to CCCTI. Ensure hotel signage welcomes guests. Ensure welcome signs are in place at the hotel (Liz will see what is needed there) Take committee members binders to hotel Ensure all ambassadors have appropriate CCCTI name tags
5 ARRIVAL DAY, MONDAY SEPTEMBER 26 Set up welcome station at the hotel and on campus (HOSTESS COMMITTEE) o Committee members will be welcomed by CCCTI staff at the hotel and receive their check in information and binders Arrange for welcome baskets/boxes to be in hotel rooms (HOSTESS COMMITTEE) Stock workrooms (hotel and campus) with refreshments (HOSTESS COMMITTEE) Airport pickups as needed through the day (DRIVERS / TRANSPORTATION) o Confirm drives have signage to welcome our guests at the airport. o Drivers, depending upon arrival times Four (4) Committee Members will be picked up at the Airport. Drivers may need to stop for lunch with the committee member. Make sure drivers ask members if they have eaten. CCCTI may want to send some food/fruit/snack items for drive back from CLT Committee members that arrive early may want to visit Watauga Campus Committee members may wish to evaluate facilities/support services with possible interviews on campus 6:30 pm - Committee eats dinner together somewhere near hotel LOCATION: TO BE DETERMINED BY COMMITTEE CHAIR Note: Drivers and other CCCTI staff may not eat at the same restaurant as Committee (DRIVERS / TRANSPORTATION) CCCTI will provide several options for meals in binders (HOSTESS COMMITTEE) Lunch for Tuesday will need to be ordered and ready for service at 11:30. (HOSTESS COMMITTEE)
6 DAY ONE: TUESDAY SEPTEMBER 27 Committee members will enjoy breakfast on their own at the hotel. 8:00 am 8:15am Brief organizational session to plan visits to Off-Campus sites and to review Distance education programs. (If needed) LOCATION: HOTEL CONFERENCE ROOM Drivers should be at the hotel to transport members wherever needed (hotel, Watauga Campus, etc.) (DRIVERS / TRANSPORTATION) 8:15 am 11:15am Visit off-campus site(s) and distance education offering(s); LOCATION: WATAUGA CAMPUS (DRIVERS / TRANSPORTATION) SELECTED team members as needed; The remainder of the team will work in the hotel conference room 11:30 am 12:45 pm Committee Orientation and Planning Session - (WORKING LUNCH) LOCATION: HOTEL CONFERENCE ROOM LUNCH WILL BE AVAILABLE AT 11:30; possibly use Catering Group or Culinary for this (HOSTESS COMMITTEE) Team building, orientation of committee, debriefing on assignments, and refining next steps in process. (DRIVERS / TRANSPORTATION) 1:00 pm 1:50 pm Welcome Session with institution s Leadership Team LOCATION: ASU CONFERENCE ROOM, H133 President of the Institution and the Chair of the Committee will facilitate introductions, and provide an overview of the institution and of the committee s work. (Light refreshments available- possibly work with CULINARY) (HOSTESS COMMITTEE) The institution s CEO makes brief (10-15 minute) welcoming remarks to the committee, discuss exciting things about the institution, and introduces campus leaders and other participants. Following the CEO s remarks and introductions, the On-Site Reaffirmation Committee Chair introduces committee members and outlines the committee s responsibilities and itinerary while on campus. SACSCOC Vice President makes brief comments about the process. THIS WILL INCLUDE CCCTI LEADERSHIP TEAM Dr. March Poarch, President Liz Silvers, Director, OIERG and SACSCOC Accreditation Liaison Margaret Hampson, VP of Curriculum and Adult Education Susan Wooten, VP, Technology and Instructional Support Services Dena Holman, VP, Student Services David Holman, VP, Finance and Administration
7 Jimmy Council, Faculty/Chair of SACSCOC Leadership Team Kelly Greene, Faculty/Director of QEP Matthew Malloy, Faculty/President of Faculty Senate 2:00 pm 2:50 pm Committee meets with the QEP Leadership Team LOCATION: ASU CONFERENCE ROOM, H133 The purpose of this meeting is to provide institution s leadership team that developed the QEP with an opportunity to present an overview of the plan to the entire committee before in-depth conversations and meetings about specific aspects of the QEP as well as exploration of QEP compliance-related issues. QEP LEADERSHIP TEAM Kelly Greene, QEP Director Kate Benoit Shannon Brown DeAnna Chester Dale Joyner Melinda Hefner Jessica Raby Edward Terry Mandy White Susan Proietti Elba Hernandez 3:00 3:15 p.m. Committee Executive Session LOCATION: ON CAMPUS WORKROOM FORLINES BOARDROOM Brief check-in with each other in the Committee workroom to see if there are any changes/adjustments needed in the schedule. 3:15 pm 5:00 pm Committee Interviews: LOCATION: VARIOUS, ON CAMPUS Committee members working on remaining compliance issues conduct Pre-scheduled individual and/or group interviews, as necessary. (Committee will submit a list of interviews that would like to conduct prior to the visit.) Possible interview persons or groups include: President Vice-President-level administrators Department chairs Students Administrative staff and academic support services personnel [e.g. student affairs, library, IT, advising, finance, admissions, IE, Distance Education] Campus tour as needed QEP Lead evaluator holds meetings as needed. Possible interview
8 persons or groups include: QEP leadership Faculty not specifically on the QEP team and/or Department chairs Students 5:00 p.m. Chair and SACSCOC Vice President Meet with College President (update) LOCATION: DR. POARCH S OFFICE (DRIVERS / TRANSPORTATION) 5:30 pm 6:30 pm Committee Executive Session Discussion and Writing LOCATION: HOTEL CONFERENCE ROOM (DRIVERS / TRANSPORTATION) 6:45 pm Committee Group Dinner LOCATION: BROYHILL HOUSE/CIVIC CENTER (DRIVERS / TRANSPORTATION) DINNER PROVIDED BY CCCTII CATERING GROUP (HOSTESS COMMITTEE) 8:00 pm until? Committee members work independently as needed LOCATION: HOTEL CONFERENCE ROOM
9 DAY TWO: WEDNESDAY SEPTEMBER 28 Committee members will enjoy breakfast on their own at the hotel. 8:00 8:30 a.m. Committee Executive Session LOCATION: HOTEL CONFERENCE ROOM (DRIVERS / TRANSPORTATION) 8:45 am 12:00 pm Meetings, Interviews, and Document Review LOCATION: VARIOUS, ON CAMPUS As needed, committee members use the morning interviewing and reviewing documentation to address any remaining compliance issues. Multiple meetings may occur simultaneously. See the list of possible interview groups from Tuesday afternoon. Some of these meetings may be pre-planned before the visit, while others will be decided during the executive session the prior evening. 12:00 pm 1:00 pm Working Luncheon Meetings (HOSTESS COMMITTEE will arrange all three meals, possible utilizing Culinary for boxed lunches for faculty and staff) Luncheon #1: Governing Board (Chair, Committee CEO, SACSCOC Staff) LOCATION: DR. POARCH S BOARDROOM (lunch for 8) Dr. Doogie Houser, SACSCOC Vice President Dr. Phil McGraw, Committee Chair Dr. Derek Shepherd, Committee CEO Mr. Chairman, CCCTI Board of Trustees CCCTI Board of Trustees CCCTI Board of Trustees CCCTI Board of Trustees CCCTI Board of Trustees 1:00 pm 2:45 pm Committee Executive Session LOCATION: ON CAMPUS WORKROOM FORLINES BOARDROOM 2:45 pm 5:00 pm Committee Executive Session - Work on Report (Finalize report) Location: TBA 4:30 pm Chair and SACSCOC Vice President Meet with College President (update) LOCATION: DR. POARCH S OFFICE (DRIVERS / TRANSPORTATION) 5:00 pm 6:00 pm Committee Executive Session LOCATION: HOTEL CONFERENCE ROOM (DRIVERS / TRANSPORTATION) 6:30pm Group Dinner Location: TBA (Local restaurant) (DRIVERS / TRANSPORTATION) 8:00 pm until Committee members finalize reports LOCATION: HOTEL CONFERENCE ROOM (DRIVERS / TRANSPORTATION)
10 DAY THREE: THURSDAY SEPTEMBER 29 Breakfast on your own 8:00-8:30am Committee Executive Session LOCATION: HOTEL CONFERENCE ROOM (DRIVERS /TRANSPORTATION) Committee meeting to prepare for Exit Conference. Will include Leadership Team and QEP Leadership Team 8:30 9:00 a.m. Committee Chair and SACSCOC Vice President meet with Dr. Poarch LOCATION: DR. POARCH S OFFICE (DRIVERS / TRANSPORTATION) Rest of the Committee arrives at exit conference location to arrive before 9:00 a.m. LOCATION: ASU CONFERENCE ROOM, H133 9:00 10:00 am Committee Exit Conference [time subject to change either direction] LOCATION: ASU CONFERENCE ROOM, H133 Committee meets with the institution s Leadership Team (and others invited at the discretion of the President) to discuss its findings pertaining to compliance issues and the Quality Enhancement Plan. This meeting concludes the committee s campus visit. 10:00 a.m. Departure - At the conclusion of the meeting, the committee departs campus with van(s) heading to airport(s). (DRIVERS / TRANSPORTATION)