state board for community colleges meeting no. 327

STATE BOARD FOR COMMUNITY COLLEGES

MEETING NO. 327

May 16, 2013

James Monroe Building

Godwin-Hamel Board Room Richmond, Virginia

9:00 a.m.

The State Board for Community Colleges convened at 9:00 a.m. on May 16, 2013, in the Godwin-Hamel Board Room, 15th Floor, James Monroe Building, 101 North 14th Street, Richmond, Virginia. Members Present: Mr. Hank W. Chao, Chair

Mr. Bruce Meyer, Vice Chair Ms. LaVonne P. Ellis Ms. Idalia P. Fernandez Radm. Robert R. Fountain Dr. Sasha Gong Mr. Stephen T. Gannon Dr. Mirta M. Martin Mr. Jeffrey K. Mitchell Mr. David A. Nutter Mr. Robin Sullenberger Mr. William H. Talley, III Mr. Michael Thomas Mr. Michel Zajur

Member Absent: Ms. Dorcas Helfant-Browning

Staff Present:

Ms. Jennifer Allman Ms. Mary Barnett Mr. Tom Cantone Ms. Katherine Coates Dr. Ellen Davenport Dr. Glenn DuBois Ms. Lori Dwyer Dr. Catherine Finnegan Dr. Jennifer Gentry

Minutes of State Board for Community Colleges Meeting May 16, 2013 of 23

Dr. Joy Hatch Dr. Craig Herndon Mr. Will Johnson Mr. Bert Jones Mr. Jeff Kraus Dr. Christopher Lee Dr. Dan Lewis

Ms. Marlene Mondziel Ms. Karen J. Petersen Dr. Chris Pfautz Ms. Tiffany Pugh Dr. Richard Sebastian Ms. Greer Saunders Ms. Helen Vanderland Ms. Donna VanCleave Dr. Van Wilson Dr. Susan Wood

Others Present:

Mr. Charlie Brown, Germanna Community College graduate Ms. Kimberly Casey, Germanna Community College graduate Mr. Barry DuVal, President and CEO, Virginia Chamber of Commerce Ms. Betsy Fountain Mr. Everett Jordan, Vice Chair, Thomas Nelson Community College Local Board Ms. Connie Meyer, Member, Tidewater Community College Local Board Dr. David Sam, President, Germanna Community College

I. OPENING

A. Call to Order Mr. Hank Chao, Chair, called the meeting to order. B. Roll Call Dr. Glenn DuBois, Chancellor took a roll call to determine a quorum was present.

C. Minutes – Meeting No. 326, March 21, 2013 A motion was made by Mr. Meyer and seconded by Mr. Talley that: “THE STATE BOARD FOR COMMUNITY COLLEGES APPROVES THE MINUTES OF THE MARCH 2013 MEETING.”

Minutes of State Board for Community Colleges Meeting May 16, 2013 of 23 The motion carried.

D. Public Comment

There was no public comment.

E. Reports from Campus Liaison

Mr. Stephen Gannon gave a report on his visit to the Germanna Community College (GCC) campus. He expressed his gratitude for the hospitality of GCC president, Dr. David Sam for providing a tour of the campus. Mr. Gannon also attended the commencement and pinning ceremony for nursing graduates. He encouraged every member to attend a college commencement during their time on the Board, saying that the experience gave him a new sense of appreciation for his position on the Board. Mr. Gannon then gave a brief report on Germanna Community College which highlighted the campus, coursework and new buildings. He concluded his report by saying that he found GCC to be an inspiring place.

Dr. Sam then introduced two of Germanna’s recent graduates to address the Board; Kimberly Casey, a graduate of the nursing program who is currently studying for the NCLEX; and Charlie Brown, who is transferring to Virginia Commonwealth University and is interested in pursuing a political career. Mr. Gannon thanked the students for coming and said they were fine examples of how the work of the Board can open up new opportunities for many students.

F. Education: BLUEPRINT VIRGINIA Presentation, Mr. Barry E. DuVal, President and CEO, Virginia Chamber of Commerce

The Chancellor welcomed Mr. Barry DuVal, who gave a presentation on Blueprint Virginia. Mr. DuVal began with an overview of the influence and priorities of the Virginia Chamber of Commerce. “The mission of the Virginia Chamber of Commerce is to be a non-partisan, business advocacy organization that works in the legislative, regulatory and political arenas to act as the catalyst for positive change in all areas of economic development and competitiveness for the Commonwealth of Virginia.”

“The vision of the Chamber is to be the voice of the Virginia business community and

most influential business advocacy organization in the Commonwealth. Currently, the top priorities for the Chamber are:

Productive workforce that can help them remain competitive in a global

economy


Transportation network that can effectively move their employees and products through Virginia and to the rest of the world.”

Mr. DuVal stated that Blueprint Virginia is an opportunity for the business

community to present to the governor the business community’s vision. “The goal of Blueprint Virginia is to recognize regional and industry strategies to establish statewide investment priorities among public and private sector leaders.” The number one issue of the business community is workforce training.

II. CHANCELLOR'S REPORT

A. Chancellor’s Report on 2012-13 Goals Aligned with Achieve 2015

The Chancellor noted that the 2012-2013 report was provided in both an overview and a detailed form.

B. Update VCCS Reengineering Taskforce

The Chancellor reported than an update on the VCCS Reengineering Taskforce was provided. He noted that there is a lot of work going on in the area of developmental education and the colleges are currently submitting Faculty Evaluation Plans. The VCCS is also in the process of expanding Shared Services Distance Learning that presently reaches over 2,000 students from 12 colleges.

C. Recent College Incidents Update

At this time, the Chancellor provided an update on campus incidents at Thomas Nelson Community College and New River Community College. At Thomas Nelson Community College, an accident in the welding department left a student hospitalized. The student is currently out of the burn unit and in fair condition. As a result of the accident, Ms. Helen Vanderland is conducting an audit to look at select programs that pose serious risk for injury.

A shooting incident at the New River Community College mall center resulted in two injuries. Both the student and employee injured in the incident are recovering well.

The Chancellor reported that the following information items are events open to Board members. He encouraged them to attend if at all possible. D. Third Annual Chancellor’s Developmental Education Institute, June 2-7, 2013, Berry Hill Resort and Conference Center, 3105 River Road, South Boston, VA 24592 – Dr. Susan Wood, Vice Chancellor for Academic Services and Research

Minutes of State Board for Community Colleges Meeting May 16, 2013 of 23 E. Chancellor’s Annual Planning Retreat, August 13-14, 2013, Wyndham Virginia Crossings Hotel and Conference Center, 1000 Virginia Center Parkway, Glen Allen, VA 23059 – Dr. Susan Wood, Vice Chancellor for Academic Services and Research III. COMMITTEE REPORTS A. Academic, Student Affairs and Workforce Development Committee – Idalia P. Fernandez, Chair, reported.

1. Minutes – Meeting of March 20, 2013 It was reported that the Committee approved the minutes of its March 2013 meeting.

2. Action Items a. Program Approval (1) Virginia Western Community College

Associate of Applied Science Mechatronics Systems Engineering Technology

Ms. Fernandez reported that Virginia Western Community College requested approval to establish an Associate of Applied Science in Mechatronics. This program will create a single multi-disciplinary highly skilled technician suited to the industry’s increasing demand for multi-craft employees. Technicians with these skills are highly sought by advanced manufacturing companies in the college’s service areas. (See Appendix I).

A motion was made by the Committee that: “THE STATE BOARD FOR COMMUNITY COLLEGES APPROVES THE REQUEST OF VIRGINIA WESTERN COMMUNITY COLLEGE TO ESTABLISH AN ASSOCIATE OF APPLIED SCIENCE DEGREE IN MECHATRONICS SYSTEMS ENGINEERING TECHNOLOGY.” The motion carried. b. Revision to Sections 4.3.1.0 Community Education/Public Service Fees and 5.12.1.2 Financial Support and the addition of Section 4.3.1.7 to the VCCS Policy Manual


This item was discussed during the Budget and Finance Committee. (See page 51, Appendix XXIII)

c. Revision to Section 6.2.7 of the VCCS Policy Manual Privacy of Education Records

Dr. Susan Wood, Vice Chancellor of Academic Services, reported that this Policy Manual revision would include photos as part of the information the VCCS may disclose as directory information to an outside organization without the students consent. She added that a student may opt out of this if they choose. (See Appendix III)

A motion was made by the Committee that: “THE STATE BOARD FOR COMMUNITY COLLEGES APPROVES THE PROPOSED REVISION TO THE VCCS POLICY MANUAL, SECTION 6.2.7 - PRIVACY OF EDUCATION RECORDS.” The motion carried. d. 2014-2020 Six-Year Academic and Financial Plan

Dr. Wood and Dr. Craig Herndon, Vice Chancellor for Workforce Development, presented the Board with the 2014-2020 Six-Year Academic and Financial Plan and directed members to strategies tied to TJ21 objectives. Dr. Wood reported that the Virginia Higher Education Opportunity Act of 2011 requires the governing board of each public institution of higher education to annually develop and affirm a six-year academic and financial plan for the institution. The VCCS will submit the report to SCHEV by July 1 and bring it back to the State Board for review at the July and September State Board meetings with the results of any dialogue and any revisions. (See Appendix IV)

A motion was made by the Committee that: “THE STATE BOARD FOR COMMUNITY COLLEGES APPROVES THE INITIAL VERSION OF THE VCCS 2014-2020 SIX-YEAR ACADEMIC AND FINANCIAL PLAN.” The motion carried. 3. Information Items a. TAACCCT Update


Dr. Herndon reported that TAACCCT is a $24 million federal grant that is currently being used to support seven strategies: Workforce Enterprise System (WES), adult career coaches, decision support system, eWise and automated college and career planning through the Virginia Wizard. He provided the Board with detailed updates on each of the projects.

b. Update on Threat Assessment Workshop

Ms. Fernandez reported that on April 18-19, the VCCS sponsored a two-day workshop to cover topics on threat assessment, domestic violence and Title IX training in Roanoke, Virginia. The workshop was well received.

c. Developmental Education Update

Dr. Wood presented an update on a variety of developmental education redesign items. The Redesign Implementation Support for English (RISE) team will provide assistance for colleges in the midst of the English education redesign. They will also be gathering preliminary information about college implementation and documenting questions and concerns.

d. Chancellor’s OER Adoption Grant

Ms. Fernandez reported that the Chancellor’s Operational Educational Resources (OER) Adoption Grant allows for faculty who teach high enrollment courses to teach using free, openly-licensed materials in place of textbooks. Twelve proposals were selected to receive the $3,000 grants for their classroom.

e. Program Discontinuances (1) John Tyler Community College Certificate Pre-BSN

John Tyler Community College and its local board have approved the discontinuance of the Certificate in Pre-BSN. The certificate did not offer sufficient flexibility and with articulation agreements it is no longer the best pathway to a baccalaureate.

(2) Southside Virginia Community College

Certificate Computer Aided Drafting and Design

Southside Virginia Community College and its local board have approved the discontinuance of the Certificate in Computer Aided Drafting and


Design. The program is being discontinued because of low enrollments and few program awards over the past five years.

(3) Southside Virginia Community College Certificate Cooperative Career Development

Southside Virginia Community College and its local board have approved the discontinuance of the Certificate in Cooperative Career Development. The program is being discontinued because of low enrollments and few program awards over the past five years.

f. Student Success Snapshot #25

Dr. Wood presented the Student Success Snapshot #25. The snapshot focuses on trends in fall enrollment patterns by demographics and course participation. Dr. Wood noted that the proportion of first-time college students entering the VCCS immediately out of high school increased by five percent. Discussion followed regarding dual enrollment figures in the report.

B. Audit Committee – Mirta M. Martin, Chair

1. Minutes - Meeting of March 20, 2013

It was reported that the Committee approved the minutes of its March 2013 meeting.

2. Action Items a. Approve FY 2012-2013 Audit Plan Change

Ms. Helen Vanderland, Internal Audit Director, presented the changes to the current State Board approved audit plan. (See Appendix V)

The Committee made a motion that: “THE STATE BOARD FOR COMMUNITY COLLEGES APPROVES THE FY 2012-2013 AUDIT PLAN CHANGES.” The motion carried.

b. PDCCC Business Office Review Results Ms. Vanderland reported that the Internal Audit performed a review of business processes and internal controls in the Business Office at Paul D.


Camp Community College. They found significant problems with internal control and are currently working with the college to determine appropriate action plans. The Committee made a motion that: “THE DIRECTOR OF INTERNAL AUDIT WILL STAY IN COMMUNICATION WITH PDCCC REGARDING ACTIONS THE COLLEGE IS TAKING TO MITIGATE RISKS AND CORRECT WEAKNESSES NOTED IN THE INTERNAL AUDIT REPORT. THE DIRECTOR OF INTERNAL AUDIT WILL MEET WITH THE PRESIDENT AND VICE PRESIDENT OF FINANCE ON A PERIODIC BASIS. THE PRESIDENT AND THE VICE PRESIDENT OF FINANCE WILL ATTEND THE NEXT MEETING OF THE AUDIT COMMITTEE TO PRESENT A SCHEDULE OF FINDINGS AND A TIMELINE OF ACTIONS BEING TAKEN. THE CHANCELLOR SHOULD CONSIDER ASSIGNING A PERSON TO PDCCC FOR THE NEXT COUPLE OF MONTHS (CROSSING OVER YEAR-END) TO ASSIST AND TRAIN COLLEGE PERSONNEL IN PREPARING YEAR-END FINANCIAL STATEMENTS AND STATE SCHEDULES. THE INTENT IS TO MITIGATE FOR PDCCC AND THE VCCS REGARDING APA AUDIT THAT WILL BE CONDUCTED FOR FISCAL YEAR 2012-2013.” (See Appendix VI) The motion carried.

3. Information Items a. Accounts Payable Audit Report

Ms. Vanderland reported that the Accounts Payable Audit Report was issued on April 15, 2013, and provided to the members via mail. The audit included a review and evaluation of internal controls for six colleges when processing and recording State purchases and expenditures.

b. Risk Assessment – Identifying Risks

Ms. Vanderland introduced Ms. Mary Barnett, Investigations & Special Projects Auditor, who is putting together an updated VCCS Risk Assessment. The assessment will look at the System as a whole and identify those risks that have a real impact on achieving the VCCS goals.

Minutes of State Board for Community Colleges Meeting May 16, 2013 of 23 c. Review Audit Plan Status

Ms. Vanderland provided the Board with an update on the audit plan. Many of the audits and reviews are in progress and several have been completed.

d. Directive from the Office of the State Inspector General: Oversight of Commonwealth of Virginia Internal Audit Activities by the Office of the State Inspector General

Ms. Vanderland reported that the office of State Inspector General was created to coordinate and recommend standards for internal audit. As a result she has sent in all audit information to their office.

e. Litigation

Ms. Greer Saunders, System Counsel, provided information on active and potential litigation related to John Tyler Community College, Northern Virginia Community College, Southside Virginia Community College and Thomas Nelson Community College.

C. Facilities Committee – Mr. William H. Talley, III (Acting Chair)

1. Minutes – March 20, 2013

It was reported that the Committee approved the minutes of its March 2013 meeting.

2. Action Items a. Approval of 2014-2020 Six-Year Capital Outlay Plan

Mr. Will Johnson, Associate Vice Chancellor for Budget and Planning Services, presented the Six-Year Capital Outlay Plan. Mr. Thomas requested an amendment to item 24 that would remove necessary and replace it with likely there will be a need. (See Appendix VII)

A motion was made by the Committee that: “THE STATE BOARD FOR COMMUNITY COLLEGES APPROVES THE PROPOSED VCCS 2014-2020 SIX YEAR CAPITAL OUTLAY PLAN LIST OF PROJECTS, AS AMENDED.” The motion carried.

Minutes of State Board for Community Colleges Meeting May 16, 2013 of 23 b. Proposed Changes to VCCS Policy Manual Section 10.0.1.3a to Reflect Appropriation Act Language

Mr. Bert Jones, Associate Vice Chancellor for Facilities Management Services, reported that the change to Policy Manual Section 10.0.1.3a will make the VCCS Policy Manual language mirror language in the Appropriation Act and give the VCCS the maximum flexibility allowed under the current requirements. (See Appendix VIII)

The Committee made a motion that: “THE STATE BOARD FOR COMMUNITY COLLEGE APPROVES THE CHANGES TO THE VCCS POLICY MANUAL SECTION 10.0.1.3A” The motion carried. c. Blue Ridge Community College Houff Student Center Additions Schematic Design Approval Project Code: 260-17987

Mr. Talley reported that Blue Ridge Community College requested the approval of the Board for additions to the Houff Student Center. Adding to the Houff Student Center takes advantage of the student service spaces presently in the building, and allows new laboratories to be close to the present Science Building. The committee recommended approval. (See Appendix IX)

d. Central Virginia Community College Authorize Renovate Student Center Schematic Design Approval Project Code: A2260-132

Mr. Talley reported that the Central Virginia Community College requested the approval of the State Board for Community Colleges to renovate the existing Student Center, located in Amherst Hall. The intent of this project is to completely renovate the Student Center (approximately 8,400 square feet) to make it more student-friendly and to provide a pleasant atmosphere for students to congregate. The committee recommended approval. (See Appendix X)

e. John Tyler Community College Midlothian Campus Phase III Building Project Code: 260-17992 Parking Garage

Minutes of State Board for Community Colleges Meeting May 16, 2013 of 23 Project Code: 260-17942 Schematic Design Review

Mr. Talley reported that John Tyler Community College requested the approval of the State Board for Community Colleges to approve the schematic design for the construction of the Midlothian Phase III Building, and a Parking Garage, as submitted. The Committee recommended approval. (See Appendix XI)

f. Lord Fairfax Community College Fauquier Campus Master Plan Update Project Code: NP298-001

Mr. Talley reported that Lord Fairfax Community College (LFCC) requested the approval of the State Board for Community Colleges to approve the master plan update. The update provides more information regarding discussions with the county to create safer traffic patterns at the campus and a discussion of how to create a second exit from the campus. The Committee recommended approval. (See Appendix XII)

g. Lord Fairfax Community College Middletown Campus Student Center Utility Easement

Mr. Talley reported that Lord Fairfax Community College requested the approval of the State Board for Community Colleges to approve the Student Utility Easement for its Middletown Campus. A utility easement is required to extend a water line from the existing water main serving the Science Building and Corron Center. The Committee recommended approval. (See Appendix XIII)

h. Mountain Empire Community College Schematic Design Review and Easement Second Entrance Road Project Code: 260-17394

Mr. Talley reported that Mountain Empire Community College requested approval of the State Board for Community Colleges for the design of a second entrance road to the campus, and granting necessary easements to VDOT for the construction and maintenance of this road. The Committee recommended approval. (See Appendix XIV)

Minutes of State Board for Community Colleges Meeting May 16, 2013 of 23 i. Northern Virginia Community College Annandale Campus CW Building Print Shop Relocation VCCS Defined Capital Project Project Code: A2260-138

Mr. Talley reported that the Annandale Campus of Northern Virginia Community College requested the approval of a VCCS defined Capital Project to renovate the CW Building. The renovation will accommodate the college’s Print Shop, currently housed in the Brault Building. Relocation of this Print Shop is required in conjunction with the Brault Building Renovation and Expansion project (See Appendix XV). The Committee recommended approval.

j. Northern Virginia Community College Loudoun Campus VET Tech Building Façade Improvement and Fence Schematic Design Approval Project Code: 260-A3260-034

Mr. Talley reported that the Loudon Campus of Northern Virginia Community College requested the approval of the Schematic Design for improvements to the façade (viz. east elevation) of the original Vet Tech Building on the Loudoun Campus. This project also provides for the installation of a new screen fence at the rear courtyard of this structure. The Committee recommended approval. (See Appendix XVI)

k. Northern Virginia Community College Annual Building Permit Authority Activity Report-Calendar Year 2012

Mr. Talley reported that Northern Virginia Community College requested the approval of the renewal of its annual building permit authority as provided for by the Virginia Uniform State Building Code (VUSBC) and the Department of General Services Building Permit Policy for Construction, State Owned Buildings and Structures. The Committee recommended approval. (See Appendix XVII)

l. Southwest Virginia Community College New Signage Project Code: 260-A3260-032

Mr. Talley reported that Southwest Virginia Community College requested the approval to replace existing wooden signs on campus that are 30 or more years old and deteriorating. New signs will be modular signs made of metal, which will allow the text to be updated without replacing the entire sign. The


new signs will enhance the appearance of the campus and provide for better direction and identification of campus buildings and offices. The Committee recommended approval. (See Appendix XVIII)

m. Tidewater Community College Portsmouth Campus Master Site Plan Update Project Code: 260-17397

Mr. Talley reported that the Portsmouth Campus of Tidewater Community College requested approval of a proposed update to the master plan for the Fred W. Beazley Portsmouth Campus. This update to the master plan accommodates a revised campus program that includes a student center in addition to the academic and support space originally proposed. The Committee recommended approval. (See Appendix XIX)

n. Virginia Western Community College Signage for the Center for Sciences and Health Professions Project Code: 260-A3260-003

Mr. Talley reported that Virginia Western Community College requested approval of the design for new signs for the Center for Science & Health Professions (CS&HP) building which is nearing completion. The signs will have lettering applied to brick and metal pylons which complement the design of the CS&HP building. The Committee recommended approval. (See Appendix XX)

A motion was made by the Committee that:

“THE STATE BOARD FOR COMMUNITY COLLEGES APPROVES THE REQUESTS OF BLUE RIDGE, CENTRAL VIRGINIA, JOHN TYLER, LORD FAIRFAX, MOUNTAIN EMPIRE, NORTHERN VIRGINIA, SOUTHWEST VIRGINIA, TIDEWATER AND VIRGINIA WESTERN COMMUNITY COLLEGES FOR ITEMS C THROUGH N.”

The motion carried.

3. Information Items a. Virginia Community College System SWaM Expenditure Report

Mr. Bert Jones presented to the Board the SWAM expenditure report for the months of February and March.


Admiral Fountain asked if there was any way for the Board to receive a graphical presentation that shows trends and movement because it is difficult to see the trends when the data is presented on a month-by-month basis. Mr. Jones stated that he is working on getting the information for that kind of report, but at the present time there are not enough quarters to create a graphical analysis. As soon as enough data is available, he will prepare that report for the State Board.

b. Virginia Community College System College Construction Projects Report

Mr. Jones presented to the Board the College Construction Report.

c. Virginia Community College System Status Report on Capital Outlay Projects

Mr. Jones noted that all capital outlay projects are progressing on time.

D. Budget and Finance Committee – Mike Thomas, Chair

1. Minutes - Meeting of March 20, 2013 It was reported that the Committee approved the minutes of its March 2013 meeting.

2. Action Items

a. Approval of Tuition and Fee Recommendations

Ms. Donna VanCleave presented the tuition and mandatory E&G fee recommendations for 2013-2014. She gave an overview of the costs and funding needs associated with tuition increases. Additional resources are needed to fund the VCCS share of the costs for faculty and staff salary increases effective July 25, 2013, increases in employee fringe benefit costs, strategic initiatives to increase the proportion of classes taught by full-time faculty, and investments in STEM-H programs. It was recommended that tuition for in-state students and out-of-state students be increased to $5.50 per credit hour. Also, five colleges with faculty salaries that are substantially below the 60th percentile of the college’s peer group submitted requests for approval of tuition differentials to provide funding for salary increases for full-time teaching faculty of up to 2 percent in addition to the 3 percent that all faculty will receive.


The colleges and the amount of the per credit hour differential requested are:

Northern Virginia Community College Tidewater Community College - $1.00 tuition differential offset by a

$1.00 decrease in the student activity (auxiliary) fee Virginia Western Community College - $1.00 Thomas Nelson Community College - $1.00 J. Sargeant Reynolds Community College - $1.00

In addition, NVCC requested an additional increase to the differential. A

$2.00 per credit hour total increase including the funding for the additional salary increase was recommended.

It was also recommended that the Board again authorize the colleges to utilize

funds for financial aid as appropriate for that institution and that the VCCS be authorized to designate a portion of available FY 2013 year-end operating funds for PTAP student aid in FY 2014.

The Committee recommended that the State Board approve the proposed

tuition and E&G fee rates and policies effective fall 2013. It was also recommended that the State Board authorize the colleges to utilize funds for financial aid as appropriate for that institution and that the VCCS be authorized to designate a portion of available FY 2013 year-end operating funds for PTAP student aid in FY 2014. Finally, it was recommended that the Board approve the changes to Section 4.3.0(a) of the VCCS Policy Manual to bring it into compliance with the Code of Virginia which specifies reciprocal students must be counted as in-state students for the purposes of determining college admissions, enrollment, and tuition and fee revenue policies. (See Appendix XXI) A motion was made by the Committee that: “THE STATE BOARD FOR COMMUNITY COLLEGES APPROVES THE PROPOSED TUITION, E&G FEE RATES AND POLICIES EFFECTIVE FALL 2013. THE STATE BOARD FURTHER AUTHORIZES THE COLLEGE TO UTILIZE FUNDS FOR FINANCIAL AID AS APPROPRIATE FOR THAT INSTITUTION AND THAT THE VCCS BE AUTHORIZED TO DESIGNATE A PORTION OF AVAILABLE FY2013 YEAR-END OPERATING FUNDS FOR PTAP STUDENT AID IN FY 2014. FINALLY, WE MOVE THAT THE BOARD APPROVE THE CHANGES TO SECTION 4.3.0(a) OF THE VCCS POLICY MANUAL TO BRING IT INTO COMPLIANCE WITH THE CODE OF VIRGINIA WHICH SPECIFIES RECIPROCAL STUDENTS MUST BE COUNTED AS IN-STATE STUDENTS FOR THE PURPOSES OF DETERMINING


COLLEGE ADMISSIONS, ENROLLMENT, AND TUITION AND FEE REVENUE POLICIES.” The motion carried.

b. Approval of Mandatory Non-E&G Fee Increases:

Mr. Johnson presented the colleges’ requests for mandatory non-E&G fee increases in 2013-14. The funding for auxiliary enterprise services (non-E&G) which include student clubs and activities, recreational and athletic programs, and construction and operation of student centers is primarily provided by student fees and other non-state funds. Also, by state policy, parking also must be operated as an auxiliary enterprise program. Construction and operation and maintenance of parking lots are typically supported by local government appropriations provided for such purposes and student parking fees. The following colleges have submitted appropriate documentation to the Chancellor for consideration by the State Board. (See Appendix XXII)

1. Blue Ridge Community College 2. Central Virginia Community College 3. Germanna Community College 4. John Tyler Community College 5. Northern Virginia Community College 6. Piedmont Virginia Community College 7. Rappahannock Community College

8. Thomas Nelson Community College 9. Tidewater Community College 10. Virginia Highlands Community College 11. Virginia Western Community College

12. Wytheville Community College A motion was made by the Committee that: “THE STATE BOARD FOR COMMUNITY COLLEGES APPROVES THE STUDENT FEE INCREASES FOR FY 2014 AS REQUESTED.” The motion carried.

Minutes of State Board for Community Colleges Meeting May 16, 2013 of 23 c. Proposed Changes to VCCS Policy Manual Section 4.3.1.0 Community Education/Public Service Fees and Section 5.12.1.2 Financial Support and the addition of Section 4.3.1.7 to the VCCS Policy Manual

Ms. Donna VanCleave reported that one of the recommendations of the Reengineering Taskforce is to “Reposition workforce services as a high performance operation meeting employer needs while contributing to the financial strength of Virginia’s Community Colleges.” Strategies to implement this recommendation include identifying barriers to cost effective, entrepreneurial operations in workforce services and promoting changes to operational and funding policies and guidelines where appropriate. One of the barriers to entrepreneurial operations is the current interpretation of language in the VCCS Policy Manual that requires that “revenues generated in the aggregate shall be equal to or greater than the direct cost of such offerings-plus thirty percent for administrative overhead support.” Workforce Development Services staff and a team of workforce and Administration/Finance leaders developed recommended revisions to the VCCS policy language to require that fees for noncredit workforce programs must cover all direct costs for the courses and classes. The revisions also would allow the colleges to determine the use for revenue generated by the programs in excess of direct costs. This would provide flexibility for the colleges to determine the best ways to invest workforce training revenue to expand programs and services for its region. (See Appendix XXIII)

The committee recommended that: “THE STATE BOARD FOR COMMUNITY COLLEGES APPROVES THE PROPOSED CHANGES TO SECTION 4.3.1.0. COMMUNITY EDUCATION/PUBLIC SERVICE FEES AND SECTION 5.12.1.2 FINANCIAL SUPPORT, AND THE ADDITION OF SECTION 4.3.1.7 NONCREDIT WORKFORCE TRAINING PROGRAMS.” The motion carried.

d. Approval of 2014-2020 Six-Year Academic and Financial Plan

Ms. Donna VanCleave presented the 2014-2020 Six-Year Academic and Financial Plan. Once approved, the plan will be presented to a group known as “Operation Six” for commenting, any changes recommended will be provided to the Board before its September meeting. (See Appendix II)

Approved during Academic, Student Affairs, and Workforce Development Committee Report.

Minutes of State Board for Community Colleges Meeting May 16, 2013 of 23 3. Information Items a. Notification of Provisions of the Appropriation Act Relating to Indebtedness of State Agencies

The Chancellor is required to provide each State Board member with a notice of this provision and a copy of §4-3.01 of the Appropriation Act.

E. Personnel Committee – Stephen Gannon, Chair

1. Minutes—Meeting of March 20, 2013

It was reported that the Committee approved the minutes of its March 2013 meeting

2. Action Items a. Policies in Support of Faculty Evaluation (VCCS-29, Original & Continuing Appointments, Faculty Evaluations Policy)

Dr. Christopher Lee reported that changes are being made to three significant documents within the VCCS to support the full implementation of the new faculty evaluations. (See Appendix XXIV)

A motion was made by the Committee that: “THE STATE BOARD FOR COMMUNITY COLLEGES APPROVES THE REVISIONS TO THE VCCS-29, THE ORIGINAL AND CONTINUING APPOINTMENTS POLICY, AND UPDATED LANGUAGE OF THE FACULTY EVALUATIONS POLICY TO BETTER SUPPORT THE FULL IMPLEMENTATION OF NEW FACULTY DEVELOPMENT AND EVALUATION SYSTEM.” The motion carried.

b. Faculty, Adjunct and Administrative Salary Scales for Fiscal Year 2014 Dr. Lee reported that the salary scale for full-time VCCS faculty, Northern Virginia Community College faculty and the Chancellor’s management structure will remain the same. (See Appendix XXV)

A motion was made by the Committee that: “THE STATE BOARD FOR COMMUNITY COLLEGES APPROVES THE VCCS-18 SALARY SCHEDULE, THE NORTHERN VIRGINIA COMMUNITY COLLEGE FULL-TIME FACULTY SALARY SCHEDULE, THE CHANCELLOR’S MANAGEMENT

Minutes of State Board for Community Colleges Meeting May 16, 2013 of 23 STRUCTURE AND THE ADJUNCT FACULTY PAY SCALE, ALL OF WHICH REMAIN UNCHANGED FROM THE CURRENT FISCAL YEAR SCHEDULE AS WELL AS AUTHORIZE REWARD AND RECOGNITION INCREASES, PROMOTION AND INTERNAL ALIGNMENTS THAT ARE WITHIN VCCS POLICY FOR FISCAL YEAR 2013-2014.” The motion carried.

c. Presidential Salary Scales for Fiscal Year 2013-2014

Dr. Lee presented the salary scales for fiscal year 2013-2014. Since the ranges were adjusted in 2012-13 based on a market survey, it was recommended the salary ranges remain unchanged from the previous fiscal year. (See Appendix XXVI)

A motion was made by the committee that: “THE STATE BOARD FOR COMMUNITY COLLEGES APPROVES THE FISCAL YEAR 2014 PRESIDENTIAL SALARY SCALE WHICH REMAINS UNCHANGED FROM THE PREVIOUS FISCAL YEAR.” The motion carried. 3. Information Items a. Multi-Year Appointments

Dr. Lee informed the Board that the Chancellor has the authority to approve appointments for faculty who have received multi-year appointments of either three or five years. This information is provided for informational purposes only.

b. Twelve Month Teaching Faculty, and Nine-Month Administrative and

Professional Faculty Positions.

Dr. Lee informed the Board that the Chancellor has been given the authority to approve nine-month administrative positions and twelve-month teaching positions. A number of requests have been received and have been approved according to VCCS guidelines and policies.

Minutes of State Board for Community Colleges Meeting May 16, 2013 of 23 c. Affordable Care Act Update – May 2013

Dr. Lee provided an update on the Affordable Care Act. The Chancellor recently issued a directive to colleges regarding the Patient Protection and Affordable Care Act (ACA). This directive provided limits to the amount that part-time employees (i.e. adjunct faculty, wage staff, part-time workforce development staff) can work. The directive was necessary due to the uncertainties surrounding the Act, recent actions taken by the Governor and General Assembly, and the operational needs of colleges for making staffing decisions for the summer and fall. Outreach efforts in the form of additional information, Frequently Asked Questions (FAQ’s), and town hall-type meetings are being planned to address questions related to federal and state law governing this matter and the VCCS directive.

IV. EXECUTIVE COMMITTEE/CHAIR’S REPORT

A. Minutes – Meeting of March 20, 2013

It was reported that the Committee approved the minutes of its March meeting. B. Action Item

1. Discussion of Chancellor’s Evaluation, Goals and Contract

Mr. Chao reported that the State Board regards Dr. DuBois as a great leader for the VCCS. He has a hardworking and exemplary executive leadership team. The Committee recommended approval of the Chancellor’s evaluation, goals and contract.

The Committee made a motion that: THE STATE BOARD FOR COMMUNITY COLLEGES APPROVES THE CHANCELLOR’S EVALUATION, THE CHANCELLOR’S GOALS, AND THE CHANCELLOR’S CONTRACT AS PROPOSED. The motion carried. C. Information Item

1. Discussion of Results of State Board Self-Evaluation

Ms. Van Cleave reported that the results of the State Board Self-Evaluation were overall very positive. Mr. Chao noted many members were modest in their evaluations.


V. OTHER BUSINESS

A. Announcement of Chair for 2013-14 Mr. Hank Chao, as Chair of the State Board, announced that, under the State Board policies, Mr. Bruce Meyer will become the new Chair of the State Board for Community Colleges for 2013-2014.

B. Election of Vice Chair for 2013-14

Mr. Hank Chao, Chair, announced that after a long nomination process, Ms. Dorcas Helfant-Browning will be Vice Chair for 2013-2014. Chancellor DuBois recognized Mr. Hank Chao for the outstanding job he did serving as Chair of the State Board for Community Colleges for 2012-2013.

C. Recognition of Board Members’ Service

Mr. Gannon reported that when Board members fulfill their term on the State Board they transition to the Godwin Society. This group is named in honor of the Honorable Mills Godwin, Governor of Virginia, who was instrumental in the establishment of the VCCS. Mr. Gannon noted that two members of the State Board would make that transition to the Godwin Society. They are Mr. William H. Talley, III and Mr. Jeffrey K. Mitchell. They have both served the Board with passion and distinction. In recognition of their service, a scholarship has been established in each of their names and will be a one-year full tuition scholarship to be awarded to a student at a community college in their respective areas. Mr. Mitchell thanked the Board for this honor and stated he was proud to serve on this Board. He stated that it has been a very rewarding experience. Mr. Talley thanked the Board and stated that serving on this Board felt like being a part of a family. Mr. Meyer announced that Ms. LaVonne Ellis will give the Liaison Report at the July State Board meeting. Mr. Meyer also stated that he is looking forward to working with the State Board, the Chancellor and staff in his new role as Chair of the State Board effective July 1, 2013. The Executive Committee has requested a special meeting for all State Board members to be held prior to the July or September State Board Committee meetings for the purpose of discussing budget issues and the legislative process. This meeting


is being planned as a working lunch. More information will be provided to State Board members as plans for the meeting are finalized.

VI. ADJOURNMENT A motion was made by Mr. Talley and seconded by Mr. Meyer that: “THE STATE BOARD FOR COMMUNITY COLLEGES ADJOURN.” The motion carried. There being no further business to come before the Board, the meeting adjourned at 12:05 p.m.

DRAFT Meeting No. 327 May 16th 2013 Page 1 of 58

APPENDIX I TITLE: PROGRAM APPROVAL – ASSOCIATE OF APPLIED SCIENCE IN

MECHATRONICS SYSTEMS ENGINEERING TECHNOLOGY (Academic, Student Affairs, and Workforce Development Committee, Action Item III.A.2.a.(1))

BACKGROUND: Virginia Western Community College (VWCC) proposes the establishment of an Associate of Applied Science in Mechatronics Systems Engineering Technology. This is a four-semester, 66-credit curriculum. The Associate of Applied Science degree in Mechatronics Systems Engineering Technology prepares individuals to perform the responsibilities of an entry-level technician at automated manufacturing and computer-aided industrial sites. ACTION RECOMMENDED: It is recommended that the State Board of Community Colleges approve that Virginia Western Community College be allowed to offer the Associate of Applied Science degree in Mechatronics Systems Engineering Technology. PREVIOUSLY REVIEWED BY:

VWCC Curriculum Committee and College Board VCCS Academic Services and Research staff

RATIONALE: Mechatronics provides a framework for integrating traditionally contrasting mechanical, electronic, control, information technology and other skills into a single multi-disciplinary highly skilled technician suited to industry’s increasing demand for multi-craft employees – especially in the advanced manufacturing sector. Technicians with multiple skills sets coupled with the growing emphasis on cost control through increasing efficiency are sought by advanced manufacturing companies in the college’s service area and the region. In recent years VWCC offered a Mechatronics Plan of Study under the institution’s existing Technical Studies Degree. In response to robust student enrollments the college seeks to transition the program to a permanent program offering. RESOURCE PERSONS: Dr. Susan S. Wood, VCCS, Vice Chancellor for Academic Services and Research, [email protected], 804-819-4970 Dr. Van C. Wilson, VCCS, Assistant Vice Chancellor, Academic and Student Services, [email protected], 804-819-4697 Dr. Dan Lewis, VCCS, Director of Educational Programs, [email protected], 804-819-4936


Virginia Western Community College Program Proposal Associate of Applied Science in Mechatronics Systems Engineering Technology

Virginia Western Community College (VWCC) is seeking approval to offer the Associate of Applied Science degree in Mechatronics Systems Engineering Technology, CIP code 14.4201. The Associate of Applied Science degree in Mechatronics Systems Engineering Technology prepares individuals to perform the responsibilities of an entry-level technician at automated manufacturing and computer-aided industrial sites. Number of Credit Hours The proposed Mechatronics Systems Engineering Technology AAS degree is a career technical education degree program that requires a total of 66 credits for graduation. The curriculum exceeds the minimum general education credit hour requirements specified in Table 5-1B; including courses in communication, humanities, mathematics, natural science, personal wellness, and social sciences. Collaborative Component VWCC has entered into an agreement with Siemens Corporation by way of a memorandum of understanding. The Siemens Mechatronic Systems Certification Program (SMSCP) is divided into three exam-based levels. Each level is directly tied to a job profile that clearly defines what certified personnel should be able to do. The SMSCP is administered through VWCC’s School of Business, Engineering and Technology and monitored by the program head of Mechatronics at the college. Learning Outcomes VWCC seeks to provide graduates with a strong background in general education through formal education experiences (courses). The required courses as well as specialized courses in the major field support the development of the following VWCC General Learning Outcomes:

Communication, Critical Thinking, Cultural and Social Understanding, Information Literacy, Personal Development, Quantitative Reasoning, Scientific Reasoning

Graduates of the AAS in Mechatronics Systems Engineering Technology program will be able to

Demonstrate an understanding of the fundamentals of mechanical engineering, electrical and computer engineering, software engineering and control systems in a synergistic framework.

Apply strong teamwork and communication skills to solve complex problems across disciplinary boundaries.

Demonstrate the competencies required to design, develop and implement intelligent engineered products and processes to solve challenging technological problems or meet specific human needs effectively using a variety of innovation methods.

Program Assessment VWCC has a comprehensive, data-driven student outcomes assessment plan to address student learning and programmatic improvement. This process involves outcome-based learning objectives to promote professional skills within the discipline and to improve citizenship and work ethic. The

DRAFT Meeting No. 327 May 16th 2013 Page 3 of 58 college’s outcomes assessment plan includes the following: (1) developing annual institutional effectiveness plans for all programs of study; (2) assisting college divisions for planning, assessment, and program improvement; (3) assisting in SACS accreditation processes; (4) assisting faculty and staff in collecting and organizing data for assessment of teaching and learning; (5) coordinating student assessment activities. An integral element of the VWCC’s assessment is the evaluation of programs and courses. Included in this process are course/instructor evaluations, academic program reviews (on a four year basis), annual student assessment, and the curriculum advisory committee input. In addition, the college regularly evaluates retention and graduation rates as indicators of program success. Annual surveys of new freshmen and alumni are a part of the assessment used to monitor student satisfaction, programs of study, and student services. Benchmarks for the Program The Mechatronics Systems Engineering Technology program will be deemed successful if:

The program meets projections for headcount, FTES, and number of graduates. The program meets program viability as defined by SCHEV’s guidelines. At least 75% of students completing the program pass the Siemens Level II Certification Exam

prior to graduation from the program. At least 80% of employers indicate satisfaction with student performance at the entry-level.

Estimated Headcount and FTES Year 1

2013 -2014

Year 2

2014 -2015

Year 3

2015 -2016

Target Year

2016-2017

HDCT FTES HDCT FTES HDCT FTES HDCT FTES GRADS

62 32 65 35 75 40 80 45 25

HDCT – fall headcount enrollment FTES – annual full-time equivalent student enrollment GRADS – annual number of graduates of the proposed program Student Demand There has been a growing student demand not only in the college’s technical studies degree but also in a career studies certificate in mechatronics. The enrollments in the two programs have grown steadily in the past three years: 2009-2010: 25 students; 2010-2011: 32 students; 2011-2012: 62 students. Employer Demand According to the Virginia Employment Commission in February 2013, the Commonwealth had 149 openings for engineering technicians with 25 of those positions being within a 50 mile radius of the college at the beginning of 2013. These figures do not factor in the private postings throughout the state; therefore, these figures may fall short of the actual need. The letters of support from employers provide ample evidence that there is a strong demand in the Roanoke Valley for technicians in advanced manufacturing.

DRAFT Meeting No. 327 May 16th 2013 Page 4 of 58 Program Duplication Mechatronics programs are offered by a number of community colleges across the VCCS including the Shenandoah Valley. BRCC recently established a Plan of Study in Mechatronics under its existing Technical Studies Degree. Given the distance between VWCC and BRCC there is no indication that the two institutions will be competing for students. Program Resource Needs Faculty who taught in the college’s Mechatronics Plan of Study under the institution’s existing Technical Studies Degree will teach the curriculum for the permanent degree program. The college does not anticipate any additional costs with the new degree.

Curriculum Detailing Credit Hours by Course 1st Semester (Assumes a Fall Semester Start): ENG 111 College Composition I 3 SDV 101 Orientation to Engineering 1 EGR 123 Introduction to Engineering Design 2 EGR 216 Computer Methods in Engineering 3 MTH 115 Technical Mathematics I 3 ETR 113 D.C. and A.C. Fundamentals I 4 Total Credits: 16 2nd Semester: ETR 237 Industrial Electronics I 4 MEC 131 Mechanics I: Statics for Engineering Technology 3 MEC 113 Materials and Processes of Industry 3 MTH 163 Precalculus I 3 MEC 162 Applied Hydraulics & Pneumatics 3 EGR 105 Introduction to Problem Solving in Technology 1 Total Credits: 17 3rd Semester: ETR 238 Industrial Electronics II 4 IND 250 Introduction to Basic Computer Integrated Manufacturing 3 MEC 132 Mechanics II: Strength of Materials for Engineering Technology 3 PHY 201 General College Physics I 4 Social Science Elective 3 Total Credits: 17 4th Semester: IND 290 Coordinated Internship II 3 SAF 127 Industrial Safety 2 IND 230 Applied Quality Control 3 IND 251 Automated Manufacturing Systems I 4 Health/Physical Education Elective 1 Humanities/Fine Arts Elective 3 Total Credits: 16 Total credits for the AAS Degree in Mechatronics Systems Engineering Technology = 66


APPENDIX II

TITLE: REVISION TO SECTIONS 4.3.1.0 COMMUNITY EDUCATION/PUBLIC SERVICE FEES AND 5.12.1.2 FINANCIAL SUPPORT AND THE ADDITION OF SECTION 4.3.1.7 TO THE VCCS POLICY MANUAL (Academic, Student Affairs, and Workforce Action Item III.A.2.b.)

ISSUE: One of the recommendations of the Reengineering Taskforce is to “Reposition workforce services as a high performance operation meeting employer needs while contributing to the financial strength of Virginia’s Community Colleges.” Strategies to implement this recommendation include identifying barriers to cost effective, entrepreneurial operations in workforce services and promoting changes to operational and funding policies and guidelines where appropriate. One of the barriers to entrepreneurial operations is the current interpretation of language in Section 4.3.1.0 of the VCCS Policy Manual that requires that “revenues generated in the aggregate shall be equal to or greater than the direct cost of such offerings plus thirty percent for administrative overhead support.” This policy is also repeated in Section 5.12.1.2 Financial Support. The language is vague without clear definitions, does not encourage entrepreneurial operations, and results in substantial variation in the way colleges handle workforce administrative overhead costs. This also results in an inability to appropriately measure and improve the cost effectiveness of noncredit workforce development programs. This language in Section 4.3.1.0 needs to be amended to clarify that this state policy applies to Community Education and Community Service courses in the Educational and General Program. VCCS noncredit workforce programs since fiscal year 2012 have been appropriated in the Economic Development Services Program. VCCS policy regarding noncredit workforce revenue requirements now needs to be updated to reflect the expanded role that the VCCS now plays in workforce training. Since all of the programs at the colleges are managed differently reflecting the markets in the colleges’ communities, a flexible policy is needed to protect the financial integrity of the colleges while providing incentives for expanding training programs and offerings. Proposed Policy Changes Workforce Development Services staff and a team of workforce and administration/finance leaders developed recommended revisions to the VCCS policy language to require that fees for noncredit workforce programs must cover all direct costs for the courses and classes. The revisions also would allow the colleges to determine the use for revenue generated by the programs in excess of direct costs. This would provide flexibility for the colleges to determine the best ways to invest workforce training revenue to expand programs and services for its region.

DRAFT Meeting No. 327 May 16th 2013 Page 6 of 58 The proposed changes also clarify that Community Education and Community Service programs appropriated in the Educational and General Program in the state budget are required to generate revenue greater than the direct cost of such offerings plus thirty percent for administrative overhead support. The workgroup also recommends that to encourage entrepreneurial, cost-effective operations, the Chancellor, in coordination with the college presidents, set progressive annual goals for workforce revenue in excess of direct costs for each college. Colleges will determine the best use for these revenues in excess of direct costs, with reinvestment in workforce and contribution to indirect costs seen as two possibilities. The ACOP recommended at its April 2013 meeting that the State Board approve the proposed changes to the VCCS policy language. RECOMMENDED POLICY CHANGES: Revision: 4.3.1.0 Community Education/Public Service Fees (SB) Fees shall be established for Community Education and Community Service offerings appropriated in the Education and General Program such that revenues generated in the aggregate shall be equal to or greater than the direct cost of such offerings plus thirty percent for administrative overhead support. See section 4.3.1.7.b for a definition of direct costs. Addition: 4.3.1.7 Noncredit Workforce Training Programs

a. Sufficient revenue must be generated from fees, gifts, grants, donations or state funds dedicated solely for noncredit workforce training programs to support all of the programs’ direct costs. Such revenues and costs shall be measured in the aggregate for each fiscal year. Colleges may determine how revenues generated by these programs in excess of direct costs are used including, but not limited to, reinvesting in workforce programs or being used to offset indirect costs.

b. Direct costs are expenses attributable to a specific class, service, or series which would not be present if the class, service, or series did not exist. Examples of direct costs include:

• Instruction: – Instructor/Facilitator compensation and benefits – Third-party vendor fees – Curriculum development expenses

• Marketing: – Advertising expenses when directly associated with a specific class, service,

or series of classes – Market studies directly associated with a specific class or series of classes

• Materials/Incidentals:


– Handouts, books, and other costs to provide the learners with learning materials

– Instructional consumables such as food for a culinary class or wires and cables for an electrical class

– Space rental for non-college owned facilities such as a conference center – Hospitality expenses such as food and drink – Give-aways such as name badges, pads, and pencils

c. Indirect costs are expenses not directly attributable to a specific class, service, or series

and which would be present even if a specific class, service, or series did not exist. Examples of indirect costs include:

• Staffing (salary and benefits) for individuals not directly instructing/facilitating learning

– Administrative/Managerial such as dean and vice-president – Coordination staff such as program developers and managers – Clerical staff such as customer service, registration, record maintenance,

and support staff – Professional development

• Marketing – General marketing not directly attributable to a specific class, service, or

series • Physical Plant

– Office space – Instructional space owned by the college or the division/department and

regularly used for programming and perhaps other functions – Common areas such as lobbies, waiting areas, convenience centers like

kitchens or vending areas, restrooms, conference rooms – Maintenance and upkeep of spaces – Utilities – Office equipment – Instructional equipment (including software and license fees) not specific

to a particular class, service, or series Revision: 5.12.1.2 Financial Support (SB) Community education and community service programs appropriated in the Educational and General Program and non-credit courses are regarded as being self-supporting in the aggregate. The fees for community education and community service non-credit programs shall be established so as to provide funds to pay the direct costs plus an additional 30% to defray general overhead costs. Such programs are to be budgeted within the State Maintenance and Operation Budget of each college and all All funds are to be received and disbursed through the State Treasury. PREVIOUSLY REVIEWED BY: WDS Advisory Council Administration and Finance Vice Presidents Chancellor’s Advisory Council of Presidents (ACOP)

DRAFT Meeting No. 327 May 16th 2013 Page 8 of 58 ACTIONS: It is recommended that the State Board approve the proposed Policy Manual revisions. RESPONSIBLE STAFF: Donna M. VanCleave Vice Chancellor for Administrative Services (804) 819-4910 [email protected]

William M. Johnson Assistant Vice Chancellor for Budget and Planning (804)819-4912 [email protected]


APPENDIX III

TITLE: PROPOSED REVISION TO SECTION 6.2.7 OF THE VCCS POLICY MANUAL PRIVACY OF EDUCATION RECORDS (Academic, Student Affairs, and Workforce Development Committee, Action Item III.A.2.d)

BACKGROUND: The Family Educational Rights and Privacy Act (FERPA) requires that the VCCS and its colleges obtain consent prior to the disclosure of personally identifiable information from a student’s records. However, the VCCS and individual colleges may disclose appropriately designated “directory information” to an outside organization by request without written consent, unless the student has notified the college to the contrary. (Directory information is information that is generally not considered harmful or an invasion of privacy if released to outside organizations.) Photos can now be considered as a part of directory information. Following is a suggested revision to VCCS policy allowing the inclusion of photos as a part of “directory information.” Adding the item “Photos” to the list of directory information was approved by ASAC at its March, 2013, meeting and by ACOP at its April, 2013, meeting. 6.2.7 Privacy of Education Records (SB) Each institution shall establish and publish information release policies that respect the rights of individual privacy, the confidentiality of records, and the best interests of the student and institution. As provided by the Family Educational Rights and Privacy Act (FERPA), colleges may disclose the following VCCS directory information items without the student’s prior consent: 1. Student’s Name 2. Participation in officially recognized activities and sports 3. Address 4. Telephone Listing 5. Weight and height of members of athletic teams 6. Electronic mail address 7. Degrees, honors, and awards received 8. Major field of study 9. Dates of attendance 10. Grade level 11. The most recent educational agency or institution attended 12. Number of credit hours enrolled 13. Photos Students must provide official notification to the office of the college’s registrar to prevent the disclosure of directory information. ACTION RECOMMENDED:

DRAFT Meeting No. 327 May 16th 2013 Page 10 of 58 It is recommended that the State Board for Community Colleges approve the change to Section 6.2.7—Privacy of Education Records as presented above. PREVIOUSLY REVIEWED BY:

Academic and Student Advisory Committee Advisory Council of Presidents

RESOURCE PERSONS: Dr. Susan Wood, Vice Chancellor for Academic Services and Research, VCCS, [email protected], 804-819-4972 Dr. Van Wilson, Vice Chancellor for Academic and Student Services, VCCS, [email protected], 804-819-4697 Mrs. Jennifer Allman, Director of Student Support Services, VCCS, [email protected], 804-819-4971


APPENDIX IV

TITLE: APPROVAL OF VCCS SIX-YEAR ACADEMIC AND FINANCIAL PLAN (Academic, Student Affairs, and Workforce Development Committee, Action Item III.A.2.d)

ISSUE: The Virginia Higher Education Opportunity Act of 2011 (Top Jobs 21) requires the governing board of each public institution of higher education to develop and adopt biennially, and amend or affirm annually a six-year academic and financial plan for the institution. The plan is to be submitted to the State Council of Higher Education for Virginia (SCHEV), the Governor, and the Chairs of the House Committee on Appropriations and the Senate Committee on Finance no later than July 1 of each odd-numbered year. State Board approval of the Plan is required prior to submission to the state officials. The Plan has two components - Academic and Financial. The Academic components state the strategies that the VCCS will undertake to address the needs of the Commonwealth and the objectives of the Top Jobs legislation. The strategies in the VCCS plan will focus on initiatives that support implementation of Achieve 2015, which aligns very well with the Top Jobs objectives. The Financial component includes the estimated costs to implement the initiatives in the Academic part of the plan. The Financial component includes calculations of the funding that would be needed from the state and tuition increases to fully implement the plan. The Draft Plan Attached is a draft list of the strategies and estimated costs that are proposed to be included in the Plan. The State Council for Higher Education will issue in the next few weeks instructions for the format of the plans. If the SCHEV instructions are issued prior to the State Board meeting in May, the VCCS Plan in the required format will be available for the Board’s review. The Plan includes strategies to address the following major initiatives:

Increase Participation in Postsecondary Education Increase Award Completion Prepare Workforce For High Demand Jobs Supporting Completion By Strengthening Instructional Delivery Increase Faculty and Staff Salaries Improve Ratio of Courses Taught By Full-Time Faculty Build Administrative Efficiencies

The Plan also includes estimates for the amount of funding needed to offset inflationary cost increases. Next Steps

DRAFT Meeting No. 327 May 16th 2013 Page 12 of 58 The VCCS will submit the State Board-approved Plan by the by July 1, 2013. A meeting with the Chancellor and other VCCS representatives, the Secretary of Finance, Secretary of Education, Director of the Department of Planning and Budget, Executive Director of SCHEV, Staff Director of the House Committee on Appropriations, and Staff Director of the Senate Committee on Finance will be held in the summer to discuss the Plan. That group, known as the “Operation Six”, must provide comments to the institutions on their plans by September 1. Each institution must respond to any comments from the Group by October 1. The proposed VCCS response to the “Operation Six” comments and any changes recommended to the Plan will be provided to the Board prior to its September meeting. Any changes approved by the Board at the September meeting will be incorporated into the final Plan, which will be submitted to SCHEV by October 1, 2013. ACTION: Approval of the initial version of the VCCS 2014-2020 Academic-Financial Plan is recommended. RESPONSIBLE STAFF: Dr. Craig Herndon Vice Chancellor for Workforce Development Services (804)819- 4782 [email protected] Donna M. VanCleave Vice Chancellor for Administrative Services (804) 819-4695 [email protected]

Dr. Susan Wood Vice Chancellor for Academic Services and Research (804) 819-4972 [email protected] William M. Johnson Assistant Vice Chancellor for Budget and Planning Services (804) 819-4912 [email protected]


APPENDIX V

TITLE: APPROVE FY 2012-2013 AUDIT PLAN CHANGE (III.B.2.a.) BACKGROUND:

The Audit Plan governs the timing, scope, and objectives of the audits and special projects planned for the fiscal year. The State Board approved the current audit plan in July 2012. We made required changes to the current audit plan during the year. (See attached summary of changes and explanation.) Because changes were made to the plan, approval by the State Board is required.

RECOMMENDATION:

It is recommended that the Audit Committee approve the FY 2012-2013 Audit Plan changes.

RESOURCE PERSON:

Mrs. Helen C. Vanderland Director of Internal Audit Virginia Community College System 804-819-4951


APPENDIX VI

Motion from the Audit Committee Regarding Paul D. Camp Community College (PDCCC), Business Office Review: We ask that the following actions be taken in relation to the Business Office Review recently conducted by Internal Audit at PDCCC:

1. The Director of Internal Audit will stay in communication with PDCCC regarding actions the college is taking to mitigate risks and correct weaknesses noted in the Internal Audit report. The Director of Internal Audit will meet with the President and the Vice President for Finance on a periodic basis.

2. The President and the Vice President for Finance will attend the next meeting of the Audit

Committee to present a schedule of the findings and a timeline of actions being taken.

3. The Chancellor should consider assigning a person to PDCCC for the next several months (crossing over year-end) to assist and train college personnel in preparing year-end financial statements and state schedules. The intent is to mitigate exposure for PDCC and the VCCS regarding the APA audit that will be conducted for fiscal year 2012-2013.

Passed by State Board on May 16, 2013


APPENDIX VII

TITLE: VIRGINIA COMMUNITY COLLEGE SYSTEM APPROVAL OF 2014-20 SIX YEAR CAPITAL OUTLAY PLAN (III.C.2.a.) BACKGROUND: Each agency and institution of higher education is required to submit a six-year capital outlay plan to the Governor, with updates made to the plan every other year. The first biennium of the plan is the official capital outlay budget request for the institution. The second and third biennium plans are for planning purposes for both the institution as well as the Governor, and serve as a long-term statement of needs. In 2008, the General Assembly passed legislation revising the process for requesting and approving capital projects. The process is designed to improve long-term planning, provide a reliable source of funding for capital outlay needs, and improve budget estimating for projects. The approved legislation requires the Governor to submit updated six-year capital plans each biennium to the General Assembly. It is anticipated that prior to the end of April, the Department of Planning and Budget will issue instructions for submission of updated agency and institution six-year capital outlay plans for consideration in the Governor’s 2014-16 budget, with a May due date. The colleges submitted updated requests for renovation, new construction, and maintenance reserve funding for the 2014-20 six-year planning cycle. The requests have been analyzed by staff and a comprehensive statement of needs has been developed for State Board review and approval. ANALYSIS: The prioritization and six-year plan have been developed based on the following guidance from the State Board: For new construction projects: Requests for new space were required to be space guideline justified in the biennium in which they were recommended. Enrollment was based on the updated three-year annualized growth rate for the specific colleges, a zero rate for colleges with declining enrollments, or where warranted a higher rate for colleges that demonstrated reliable data supporting increased demographic trend data. Achieve 2015 Take Two and Top Jobs 21 priorities were also used as a component of the review and recommendation of priorities. New construction requests with high space needs and justification were prioritized ahead of renovation projects (focus on providing access), and requests for instructional space were considered ahead of administrative support space needs (focus on instruction and learning). Workforce development facilities, when justified, placed high in the priorities as well.

DRAFT Meeting No. 327 May 16th 2013 Page 16 of 58 For renovation projects: The Facilities Condition Index was one component of setting renovation project priorities. Projects with significant components related to continued operation of the facility, such as heating and cooling systems, electrical systems, and plumbing systems, were placed in higher priorities than requests for aesthetic purposes. Projects for updating laboratories and other instructional facilities, particularly those with large space deficits, were also recommended as higher priorities over projects related to administrative space improvements. Requests submitted by the colleges were reviewed to ensure adequate funding was requested for the BCOM fees, project management costs, inflation, testing, and, when appropriate, asbestos abatement. The projects costs were analyzed against historical cost trends to determine cost reasonableness. Also included are debt financed non-general fund projects that require General Assembly approval to issue debt. Financial feasibility studies for projects requesting debt service issuance in the first biennium have been reviewed for reasonableness and will be submitted to SCHEV in August, 2013. If approved by the General Assembly, approval of the State Board will be required for any student fee increases to service debt payments. This approval process would apply to parking decks, student unions, housing, and any other projects with student fee implications. Top 25 Projects: In order to better advocate for capital funding needs across the VCCS, a listing of the top 25 projects can be presented to outside stakeholders (money committee staff, Council of Presidents, etc.) to convey a comprehensive understanding of system-wide capital resource needs during the budget development and approval process. The “Top 25” project listing includes the following:

A new science building on the Chesapeake Campus of Tidewater Community College to address enrollment growth, access, and STEM education.

Replacement of original 1970s-era “prototype” buildings that have exceeded their useful lives at Eastern Shore (currently funded as a renovation project) Germanna, and Thomas Nelson Community Colleges.

The construction of a dedicated distance learning education support facility at Northern Virginia Community College.

The development of an integrated advanced manufacturing design, production and credentialing center at New River Community College.

The potential expansion of educational programs in regions impacted by changing demographic growth and demands at Northern Virginia Community College.

It is anticipated that DPB will require only the 2014-16 biennium requests to be submitted for consideration for inclusion in the Governor’ budget and the Commonwealth’s capital implementation plan. Attached for your review is a prioritized list of space- and program-justified projects for the 2014-16 biennium with a total estimated value of $1.2 billion. The total estimated value of all projects for the 2014-20 six year capital planning period is $3.0 billion. However, final budgets will not be established until projects are funded and

DRAFT Meeting No. 327 May 16th 2013 Page 17 of 58 budgets agreed to by the Commonwealth’s Six-Year Capital Outlay Plan Advisory Committee. Maintenance Reserve Projects: In addition to capital project requests, the colleges also requested projects to add to the VCCS maintenance reserve plan in 2014-16. A maintenance reserve project is a major repair to or replacement of plant, property, or equipment that is intended to extend its useful life. Each maintenance reserve project usually costs between $25,000 and $1 million. It is anticipated that up to $20-45 million in new maintenance reserve requests will be submitted to DPB for validation. However, validation by DPB does not constitute a funding commitment from the General Assembly. RECOMMENDATION: It is recommended that the State Board for Community Colleges approve the proposed VCCS 2014-20 Six-Year Capital Outlay Plan list of projects and authorize the Chancellor, or his designee, to make necessary adjustments to project scopes, budgets, and justifications to ensure a compliant and complete submission to the Department of Planning and Budget, including any necessary follow up and revisions. Any significant changes as a result of DPB review shall be reported to the State Board. RESOURCE PERSONS: Ms. Donna VanCleave Vice Chancellor for Administrative Services (804) 819-4695 [email protected]

Mr. Bert Jones Associate Vice Chancellor for Facilities Management Services (804) 819-4906 [email protected]

Mr. William M. Johnson Assistant Vice Chancellor for Budget and Planning Services (804) 819-4912 [email protected]


APPENDIX VIII TITLE: PROPOSED CHANGES TO VCCS POLICY MANUAL SECTION 10.0.1.3a TO REFLECT APPROPRIATION ACT LANGUAGE (III.C.2.b) BACKGROUND:

Language in the state Appropriation Act requires that:

“Expenditures for land acquisition, site preparation beyond five feet from a building, and the construction of additional outdoor lighting, sidewalks, outdoor athletic and recreational facilities, and parking lots in the Virginia Community College System shall be made only from appropriated federal funds, Trust and Agency funds, including local government allocations or appropriations, or the proceeds of indebtedness authorized by the General Assembly.”

This restriction does not apply to other institutions of higher education. As a result, the colleges must obtain non-general funds to support even a small addition to an existing building. The present language places an additional burden on our colleges and localities. Many localities do not fund the building costs at the colleges. The colleges must raise funds from another source or, in some cases, use student fees to support these costs.

The VCCS has and will continue to raise this issue with state government officials and attempt to remove this restriction. However, VCCS Policy Manual language regarding funding sources for sitework is inconsistent with and, in fact, more restrictive than the language in the Appropriation Act.

It is recommended that Section 10.0.1.3a be modified to mirror the language as it is found in the Appropriation Act and give the VCCS the maximum flexibility allowed under the current requirements. The following changes to Section 10.0.1.3 of the VCCS Policy Manual are recommended:

10.0.1.3 General Policies for Funding, Construction, and Maintenance of Site Development and Parking and Other Nongeneral Fund Projects (SB)

a. The political subdivision(s) sponsoring and being served by the community college

shall provide sufficient land for the initial establishment of the college, additional campuses and future expansion, acceptable to the State Board. Expenditures for site preparation beyond five feet from a building, and the construction of additional outdoor lighting, sidewalks, outdoor athletic and recreational facilities, and parking lots shall be made only from appropriated Trust and Agency funds, including local government allocations or appropriations, or the proceeds of indebtedness authorized by the General Assembly. These include surveys, borings for parking areas and roads, grading, utilities to within five feet of the building, storm drainage, roads, parking facilities, sidewalks, landscaping, seeding, and outdoor facilities for physical education and recreation. (Excavation costs for basements, footings, and trenches for utility lines within or under the building extending five feet outside the building are part of the building costs.)


a. Expenditures for land acquisition, site preparation beyond five feet from a building, and the construction of additional outdoor lighting, sidewalk, outdoor athletic and recreational facilities, and parking lots in the Virginia Community College System shall be made only from appropriated federal funds, Trust and Agency funds, including local government allocations or appropriations, or the proceeds of indebtedness authorized by the General Assembly.

RECOMMENDATION: It is recommended that the State Board for Community Colleges approve these changes to the VCCS Policy Manual § 10.0.1.3a. RESOURCE PERSONS: Mr. Robert B. Jones, RA, CBO, VCCO Associate Vice Chancellor for Facilities Management Services (804) 819-4917 [email protected]


APPENDIX IX

TITLE: BLUE RIDGE COMMUNITY COLLEGE HOUFF STUDENT CENTER ADDITIONS SCHEMATIC DESIGN APPROVAL PROJECT CODE: (260-17987) (III.C.2.c)

BACKGROUND:

Blue Ridge Community College requests design approval for additions to the Houff Student Center. The legislature appropriated design funding for 40,000 square feet of academic and student service space. The Building Committee considered a new building as well as an addition to the Houff Student Center. They determined that the best solution was to construct additions on both the south and north sides of the Houff Student Center. Adding to the Houff Student Center takes advantage of the student service spaces presently in the building, and allows new laboratories to be close to the present Science Building. Adding to both the south and north sides minimizes intrusion into the new parking lot and loss of needed parking spaces.

The south entrance will be a new gateway to the campus from the new parking lots on the south side of the campus. Student service spaces will be located on the first floor in the south addition, where students will encounter them as soon as they enter the building. General academic spaces are on the second floor of the south addition and both floors of the north addition. New chemistry laboratories are on the third floor of the south addition.

VCCS Policy 10.0.0.4.i and k requires State Board approval of schematic designs for new construction.

This project is anticipated to go to bid in the spring of 2014 and be completed for fall semester 2016. It will be funded by proceeds from bonds on which the state will pay the debt service (Chapter 3, 2012-14).

LOCAL COLLEGE BOARD:

The Local College Board approved the design at its March 13, 2013 meeting.

RECOMMENDATION:

In accordance with the Virginia Community College Policy Manual, §10.0.0.4 i and k, it is recommended that the State Board for Community Colleges approve the Blue Ridge Community College, schematic design for additions to the Houff Student Center.

RESOURCE PERSONS:

Dr. John Downey Mr. Robert B. Jones, RA, CBO, VCCO President Associate Vice Chancellor for Blue Ridge Community College Facilities Management Services 540-453-2248 Virginia Community College System [email protected] (804) 819-4917


APPENDIX X

TITLE: CENTRAL VIRGINIA COMMUNITY COLLEGE AUTHORIZE RENOVATE STUDENT CENTER

SCHEMATIC DESIGN APPROVAL Project Code: A2260-132 (III.C.2.d)

BACKGROUND: Central Virginia Community College requests State Board approval of a VCCS defined Capital Project to renovate the existing Student Center, located in Amherst Hall. The Student Center has not had any major improvements since 1995. The intent of this project is to completely renovate the Student Center (approximately 8,400 square feet) to make it more student friendly and to provide a pleasant atmosphere for students to congregate, study, eat and relax. Virginia A&E, an AE firm in Forest, is currently in the process of preparing the design documents for this project. Construction is anticipated to begin in early summer of 2013. The projected construction cost is estimated to be approximately $528,000. The total project cost, including AE fees, new furnishings & equipment, contingency and miscellaneous costs is $685,000. This project will be paid for with Local Funds. Adequate funds are available to cover the cost of this project. LOCAL COLLEGE BOARD: The Local College Board reviewed and approved this project on April 25, 2012.

RECOMMENDATION:

In accordance with Virginia Community Colleges Policy Manual, §10.0.0.4 I, it is recommended that the State Board for Community Colleges approve the Central Virginia Community College, Renovate Student Center project, as a VCCS defined Capital Project. It is further recommended that the State Board approve the Schematic Design, as submitted. RESOURCE PERSONS: Dr. John Capps, Jr. Mr. Robert B. Jones, RA, CBO, VCCO President Associate Vice Chancellor Central Virginia Community College Facilities Management Services 434-832-7601 Virginia Community College System [email protected] (804) 819-4917 [email protected]


APPENDIX XI TITLE: JOHN TYLER COMMUNITY COLLEGE MIDLOTHIAN CAMPUS

PHASE III BUILDING PROJECT CODE: (260-17992) and PARKING GARAGE PROJECT CODE: (260-17942) SCHEMATIC DRAWING REVIEW (III.C.2.e)

BACKGROUND: During the 2012-14 Session of the General Assembly, Funds were appropriated for the design and construction of the Midlothian Phase III Building, and a Parking Garage for John Tyler Community College’s Midlothian Campus was authorized. Clark Nexsen of Norfolk, VA was retained to prepare the design documents for this project, and to provide construction administration services as well. The Midlothian Phase III Building will be located in the Northwest quadrant of the campus core, northwest of existing Building A and opposite Hamel Hall, facing the campus green. The proposed facility is a new three story academic building of approximate 70,000 gross square feet. This facility will include additional academic classrooms, faculty/staff offices, a “black box” teaching theater, student services and testing space, and a small food services area. The proposed parking deck design is a 350 space deck adjacent to a new entry off of Woolridge Road. This entry will be tied into the Midlothian Campus vehicular system by the extension of the existing campus loop road. The deck has four levels and is 123,484 total square feet. The parking deck is nestled into the steep grade to minimize the visual impact from the campus building. A bridge connection is located at the SW corner, allowing pedestrians to experience the newly defined campus quad. The overall budget for JTCC-Midlothian Campus Phase III Building and Packing Deck project will cover construction, A/E fee, project inspection, contingency and miscellaneous other costs. Construction Management at Risk delivery method for construction has been approved for use by this project. This project has been approved by the Art and Architectural Review Board at its April 2013 meeting. LOCAL BOARD APPROVAL:

The Local College Board will review the schematic design at their May, 2013 meeting. The State Board will be apprised of any concerns raised by the Local Board.

RECOMMENDATION:

DRAFT Meeting No. 327 May 16th 2013 Page 23 of 58 In accordance with the Virginia Community College Policy Manual, § 10.0.0.4 i, it is recommended that the State Board for Community Colleges approve the John Tyler Community College Midlothian Campus schematic drawings, as submitted.

RESOURCE PERSONS:

Dr. Marshall W. Smith, President Mr. Robert B. Jones, RA, CBO, VCCO

President Associate Vice Chancellor for

John Tyler Community College Facilities Management Services

(804) 706-5014 Virginia Community College System

[email protected] (804) 819-4917

[email protected]


APPENDIX XII

TITLE: LORD FAIRFAX COMMUNITY COLLEGE FAUQUIER CAMPUS

MASTER PLAN UPDATE PROJECT CODE: NP298-001 (III.C.2.f) BACKGROUND: At its January 17, 2013, meeting, the State Board for Community Colleges made a decision to postpone the approval of the LFCC Fauquier campus master plan. The board members desired more information regarding discussions with the county to create safer traffic patterns at the campus and a discussion of how to create a second exit from the campus. Two emergency access points that can be constructed in the short term have been identified. VDOT's 6-Year Plan includes engineering to upgrade the intersection at US Rt. 29 business and bypass to an interchange, but actual construction may be a decade or more in the future. A second entrance that doesn't send traffic back through this intersection will have to await future development of properties to the north and east of the campus. LFCC is in continuing dialog with Fauquier County to assure this will be considered when development plans for these properties are submitted. LFCC has had discussions with the County and a path of travel that leads through the adjacent landfill has been identified for use in extreme conditions. RECOMMENDATION: In accordance with the Virginia Community College Policy Manual, §,10.0.0.4 e it is recommended that the State Board for Community Colleges approve the updated Lord Fairfax Community College Master Plan for the Fauquier campus. RESOURCE PERSONS:

Dr. Cheryl Thompson-Stacy President Lord Fairfax Community College 540-868-7101 [email protected]

Mr. Robert B. Jones, RA, CBO, VCCO Associate Vice Chancellor for Facilities Management Services Virginia Community College System (804) 819-4917 [email protected]

DRAFT Meeting No. 327 May 16th 2013 Page 25 of 58 Fauquier Campus: The Fauquier Campus is located on Route 29 / 15 just on the outskirts of the town of Warrenton VA. The State owned campus consists of approximately 52 acres is highly visible from Route 29/15 (particularly from the northbound direction), a heavily traveled artery which bypasses the town of Warrenton and connects Interstate 66 with Culpeper and Charlottesville. Currently the campus facilities consist of two buildings – an original barn renovated as a small conference space, and a multi-function academic building constructed in 1999, as well as considerable at-grade parking. Significant buildable land area exists for development either with a strong presence on Rt. 29/15 or with an inward focus away from the highways. Fauquier Campus Analysis

The Fauquier Campus – located just on the outskirts of Historic Warrenton VA – has a distinct rural character and tradition that are important to the community and the college. These characteristics are best represented on campus by the existence of a barn which has been converted for conference space and the expansive open space that exists as a forecourt to the building upon approach by car. The existing multi-function academic building constructed in 1999, including the associated site plan and landscaping, creates a memorable and pleasing experience for users and visitors as they approach the campus, arrive by car and walk to building entrances. There is a surplus of available parking. The campus property configuration and topography present challenges to planning for growth without impacting the expansive open space which defines the present campus experience. Opportunities for development exist most readily to the west of the existing Academic Building and to the north of the parking. The area to the west creates the view opportunity from northbound Rt. 29 / 15; and defines the approach and arrival experience by car as well as the sense of openness on the campus. The area to the north of the parking, although having natural qualities and access to a public recreation trail network, is remote from the existing approach and arrival sequence, as well as from the existing buildings. In addition, that area exhibits topography which although manageable, is not ideal for development. In general, the existing configuration of the campus property creates challenges because the land area available for development is not consolidated. The two large areas referenced above are connected by a relatively narrow zone (current parking lot) constrained by both topography and dimension. This configuration is exacerbated by the current limitations of vehicular access to the property. Access to the campus property by car is limited to Lord Fairfax Drive, via one intersection at Rt. 29/15 just north of the campus. From this intersection, Lord Fairfax Drive is shared for approximately .25 miles by traffic servicing the adjacent residential neighborhood to the north and the Stafford County landfill facilities to the south. College Street connects Lord Fairfax Drive to the campus proper and existing parking. In the future, the single intersection at Rt 29/15 will also serve traffic accessing the County-owned Stafford Property to the east. The Stafford Property is

DRAFT Meeting No. 327 May 16th 2013 Page 26 of 58 being master planned to include a variety of facilities for the County including maintenance for the Department of Recreation and Parks, offices for General Services, fleet services, etc. Sharing the intersection with Rt. 29/15 and a portion of the Lord Fairfax Drive among all of these uses is a long term challenge because of VDOT limitations on providing additional connections to Rt. 29/15. The length of the portion of the roadway that is shared, however, will depend upon final County planning conclusions and the precise location where landfill and Stafford Property traffic is segregated from LFCC traffic. Among the challenges that exist by virtue of the above is that College Street is the only point of access to Lord Fairfax Drive for all existing parking. The College has been in ongoing communication with the County regarding vehicular access and the long term plans for the Stafford Property. Among the issues of interest to the College are:

Possible Identification of an alternative access point to the landfill site from a location other than the existing intersection of Rt. 29/15 and Lord Fairfax Drive.

Exploration of optional roadway configurations from what is currently shown on the master plan for the Stafford Property – configurations that minimize the mixing of campus and landfill / county property traffic along Lord Fairfax Drive.

Careful consideration of adequate intersection spacing, signage and signaling, and the ability to screen unpleasant views associated with the landfill.

Seeking connectivity and uses for the Stafford Property that are mutually beneficial to the County and the College.

In addition, the College is committed to exploring future property acquisitions that will address the above referenced issues – seeking to create a more consolidated land area and perhaps establish a second vehicular access. As a mitigating strategy, this master plan proposes the creation of two emergency vehicular egress routes from the existing parking – creating a “relief” from complete dependence on College Street. One of these routes takes advantage of proposed pedestrian pathways designed to accommodate cars and emergency vehicles resulting in an emergency egress connection to Travelers Way near the northwest corner of Wolk Hall. The design of a major campus pedestrian path to accommodate vehicles when necessary (via removable bollards) is common, and will support campus maintenance and service as well as fire /emergency access. The second relief point is proposed at the existing County access road that connects College Street to the main landfill access road at the southeast corner of the existing campus parking area. Fauquier Campus Goals:

Honor and sustain the rural / agrarian character of the campus by preserving and

enhancing open space – particularly the front lawn forecourt to the existing architecture. Celebrate the barn as an iconic campus element.

Locate the first new building to take advantage of the existing surplus of parking; the need for an assembly space in close proximity to that parking and the existing buildings; and the opportunity to “frame” the view of the iconic barn.

Create an outdoor room (small quadrangle) just south of the existing academic building – a space that currently functions as a social and recreational node for students. Otherwise, continue the pattern of development characterized by a perimeter of buildings along a “front lawn” – but with convenient parking and appropriate pedestrian pathways.


Improve the approach / arrival / entrance sequence for users and visitors by developing the open space landscape with planting, pathways and amenities that enhance the campus experience from the car and on foot.

Address the landfill as a negative edge. Seek traffic conflict mitigations and locate buildings and trees and other planting to limit exposure and obscure views to and from important places on campus.


APPENDIX XIII TITLE: LORD FAIRFAX COMMUNITY COLLEGE

MIDDLETOWN CAMPUS STUDENT CENTER UTILITY EASEMENT (III.C.2.g)

BACKGROUND: The Lord Fairfax Community College Foundation is constructing a new student center on the Foundation property adjacent to the Middletown Campus which they will lease to the College. The State Board approved the lease proposal at its July 2012 meeting. A utility easement is required to extend a water line from the existing water main serving the Science Building and Corron Center. The attached site plan shows the approximate location. All utilities are being installed with future connections for LFCC's next academic building in mind. All costs associated with the easement will be borne by the Foundation. VCCS Policy Manual, §10.0.0.4.l, requires State Board approval for any other commitment which would have substantial impact on the real property of the VCCS. The student center is presently under construction, and is anticipated to be completed in December 2013. LOCAL COLLEGE BOARD: Local Board approval isn't necessary for utility easements. RECOMMENDATION: In accordance with the Virginia Community College Policy Manual, § 10.0.0.4 I, it is recommended that the State Board for Community Colleges approve the water line utility easement for the Lord Fairfax Community College Middletown Campus Student Center to the City of Winchester on. RESOURCE PERSONS: Dr. Cheryl Thompson-Stacy Mr. Robert B. Jones, RA, CBO, VCCO President Associate Vice Chancellor for Lord Fairfax Community College Facilities Management Services 540-868-7101 Virginia Community College System [email protected] (804) 819-4917

[email protected]


APPENDIX XIV

TITLE: MOUNTAIN EMPIRE COMMUNITY COLLEGE SCHEMATIC DESIGN APPROVAL

SECOND ENTRANCE ROAD AND EASEMENT PROJECT CODE: 260-17394

(III.C.2.h) BACKGROUND: Mountain Empire Community College requests schematic approval for the design of a second entrance road to the campus, and granting necessary easements to VDOT for the construction and maintenance of this road. The Legislature appropriated $1,859,000 in local funds to construct a second entrance road to the MECC campus in 2006. A traffic study and preliminary layout were prepared. In May 2010 Wise County transferred $2,100,000 to VDOT to design and manage construction for this project. VCCS Policy Manual, § 10.0.0.4 k, requires State Board approval for any activity which would substantially affect the appearance of a campus. VCCS Policy Manual, §10.0.0.4 l, requires State Board approval for any other commitment which would have substantial impact on the real property of the VCCS. The project has been bid. Construction is anticipated to start soon. LOCAL COLLEGE BOARD: The Local College Board approved the design at its Sept. 20, 2011 meeting. RECOMMENDATION: In accordance with the Virginia Community College Policy Manual, § 10.0.04 k & l, it is recommended that the State Board for Community Colleges approve the schematic design of the second access road to Mountain Empire Community College, and granting necessary easements to VDOT for the construction and maintenance of this road. RESOURCE PERSONS:

Dr. James Scott Hamilton President Mountain Empire Community College 276-523-4130 [email protected]



APPENDIX XV TITLE: NORTHERN VIRGINIA COMMUNITY COLLEGE ANNANDALE CAMPUS

CW BUILDING PRINT SHOP RELOCATION PROJECT CODE: A2260-138 (III.C.2.i)

BACKGROUND: Northern Virginia Community College requests State Board approval of a VCCS defined Capital Project to renovate the CW Building (i.e. College Warehouse Building) on the Annandale Campus to accommodate the college’s Print Shop, currently housed in the Brault Building. Relocation of this Print Shop is required in conjunction with the Brault Building Renovation and Expansion project, a Capital Project currently in the final stages of design. Relocation of the Print Shop must occur, prior to commencing construction on the Brault Building. The CW Building is an ideal location for the Print Shop, because it has a significant amount of open floor space, a Loading Dock, and is easily accessible to delivery trucks, all necessary features for the shop’s operation. Cole and Denny, an AE firm in Alexandria, Virginia, has been retained to prepare the design documents for this project. The majority of the work involves changes to the mechanical, electrical and fire protection systems in the CW Building. With construction scheduled to commence on the Brault Building this summer, the timing of the Print Shop move is very important to the overall schedule. The estimated cost of construction is approximately $600,000. The total project cost, including AE fees, moving expenses, contingency and miscellaneous related costs is anticipated to be in the neighborhood of $700,000. Funding for this project is being provided from Higher Education Operating Funds. LOCAL COLLEGE BOARD: The Local College Board reviewed and approved this project at its March 11, 2012 meeting.

RECOMMENDATION: In accordance with the Virginia Community College Policy Manual, § 10.0.0.4 i, it is recommended that the State Board for Community Colleges approve the “CW Building Print Shop Relocation” project, as a VCCS defined Capital Project. RESOURCE PERSONS: Dr. Robert G. Templin, Jr. Mr. Robert B. Jones, RA, CBO, VCCO President Associate Vice Chancellor for Northern Virginia Community College Facilities Management Services 703-323-3101 Virginia Community College System [email protected] (804) 819-4917 [email protected]


APPENDIX XVI

TITLE: NORTHERN VIRGINIA COMMUNITY COLLEGE LOUDOUN CAMPUS

VET TECH BUILDING FACADE IMPROVEMENTS & FENCE SCHEMATIC DESIGN APPROVAL PROJECT CODE: 260-A3260-034 (III.C.2.j)

BACKGROUND: Northern Virginia Community College requests State Board for Community Colleges approval of the Schematic Design for improvements to the façade (viz. east elevation) of the original Vet Tech Building on the Loudoun Campus. This project also provides for the installation of a new screen fence at the rear courtyard of this structure. The original Vet Tech Building, a prefabricated metal building, was constructed in 1976 and currently houses laboratory, surgery and office space for the Veterinary Technology Program. This structure has a shallow pitch gable roof and vertical ribbed metal panel walls and is painted tan with brown eaves and trim. An addition, completed in 2010, more than doubled the size of the original Vet Tech building. The new addition features ribbed white panels and large planes of window walls, which contrasts sharply with the original building and emphasize the age of the original structure making it appear tired and dated. This project will knit the two portions of this building together by a new free standing façade in front of the original building. This new façade will have a horizontal-ribbed metal panel structure similar to that of the original building but in a contrasting green color. The Loudoun Campus currently has many buildings that incorporate metal panels in their design. The current Vet Tech building is an assemblage of building masses which are all clad in metal panels and consistent with the campus vernacular. Existing utility services will remain in their current locations and will be accessed for servicing and maintenance through a gate in the new façade. The project requires the relocation of concrete sidewalks, building signage and one young tree. It is proposed that the kennel building be painted in the same green color as the new façade to tie the multiple buildings together, and reduce glare in the courtyard.

The final change proposed as part of this project is the installation of a new screening fence north and west of the rear courtyard, connecting the existing dog run fence and the north east corner of the building. The purpose of the new fence is to provide screening and security for students and staff and to provide a larger exercise area for animals. It will be a 6’ chain link fence and contain black privacy screening. The proposed screening will be continuous across the back of the site.

The projected cost of this project, including construction, AE fees, contingency and miscellaneous related costs is approximately $250,000. Funding for the design and construction of this project will be provided entirely from operating budget funds. LOCAL COLLEGE BOARD: The Local College Board will review this project at their next regularly scheduled meeting.

DRAFT Meeting No. 327 May 16th 2013 Page 32 of 58 RECOMMENDATION: In accordance with Virginia Community College System Policy Manual, §10.0.0.4.k, it is recommended that the State Board for Community Colleges approve the schematic design for the Vet Tech Building Façade Improvements and Fence project, as submitted. RESOURCE PERSONS: Dr. Robert G. Templin, Jr. Mr. Robert B. Jones, RA, CBO, VCCO President Associate Vice Chancellor Northern Virginia Community College Facilities Management Services (703) 323-3101 Virginia Community College System [email protected] (804) 819-4917 [email protected]


APPENDIX XVII

TITLE: NORTHERN VIRGINIA COMMUNITY COLLEGE ANNUAL BUILDING PERMIT AUTHORITY ACTIVITY REPORT – CALENDAR YEAR 2012

(III.C.2.k) BACKGROUND: Northern Virginia Community College requests approval of the renewal of its annual building permit authority as provided for by the Virginia Uniform State Building Code (VUSBC) and the Department of General Services Building Permit Policy for Construction, State Owned Buildings and Structures. Construction involving buildings or structures in the Commonwealth of Virginia must conform to the requirement of the Virginia Uniform Statewide Building Code (VUSBC). The Department of General Services, acting through the Division of Engineering and Buildings (DEB) is the State Building Official and is responsible for the enforcement of the VUSBC and issuance of Building Permits for construction on State property. The DGS/DEB Building Permit Policy for Construction of State Owned Buildings & Structures allows for an agency or institution to obtain an annual building permit for certain repair, remodeling and improvement projects can be performed at the agency level by agency forces or by contracting with minimal risk to public safety. The agency representative designated on the annual permit shall be responsible to the State Building Official for review & approval of documents, issuance of a project permit, and inspection of the work for conformance with VUSBC requirements. The policy also requires submittal of an annual report listing the permitted projects undertaken during the previous year. At its September 1999 meeting the State Board granted authorization to Northern Virginia Community College to obtain an annual building permit. The Board also directed that a copy of the required annual report be submitted to the VCCS Facilities Management Services (FMS) office for review and subsequent presentation to the State Board. Due to the length of the report, a copy of the Northern Virginia Community College Annual Report for calendar year 2011 will be on file in the FMS office and made available upon request. Northern Virginia Community College requests State Board approval to renew its annual permit authority for an additional year per §10.2.0.0.d of VCCS Policy. LOCAL BOARD APPROVAL: The Northern Virginia Community College’s local advisory board will review the Annual Report at its next regularly scheduled meeting. RECOMMENDATION: In accordance with the Virginia Community College Policy Manual, §10.2.0.0.d, it is recommended that the State Board for Community Colleges approve the renewal of the annual building permit authority held by Northern Virginia Community College as authorized by the State Building Official. The authorization is contingent upon satisfying all applicable requirements of the State and State Board Policy. RESOURCE PERSONS:

Dr. Robert G. Templin, Jr. Mr. Robert B. Jones, RA, CBO, VCCO

President Associate Vice Chancellor for

Northern Virginia Community College Facilities Management Services

276-223-4769 (804) 819-4917

[email protected] [email protected]


APPENDIX XVIII TITLE: SOUTHWEST VIRGINIA COMMUNITY COLLEGE NEW CAMPUS-WIDE SIGNAGE

PROJECT CODE: 260-A3260-032 (III.C.2.l) BACKGROUND: Southwest Virginia Community College (SWVCC) requests approval to replace existing wooden signs on campus that are 30 or more years old and deteriorating. New signs will be modular signs made of metal, which will allow the text to be updated without replacing the entire sign. The new signs will enhance the appearance of the campus and provide for better direction and identification of campus buildings and offices. SWVCC plans to install two main entrance directory exterior signs, 19 building and directional exterior signs, and interior signage in six campus buildings. All old signs except the main entrance and King Community Center signs will be removed. VCCS Policy 10.0.0.4.k. requires State Board approval for any activity which would substantially affect the appearance of a campus. The new signage is scheduled to be procured and installed the summer of 2013. Estimated cost is $72,000, and will be funded by grant funding. LOCAL COLLEGE BOARD: The Local Board approved the change in signage during their September 25, 2012 meeting. RECOMMENDATION: In accordance with the Virginia Community College Policy Manual, § 10.0.0.4 k, it is recommended that the State Board for Community Colleges approve the new signage for Southwest Virginia Community College. RESOURCE PERSONS:

Dr. J. Mark Estepp President Southwest Virginia Community College 276-964-2555 [email protected]



APPENDIX XIX TITLE: TIDEWATER COMMUNITY COLLEGE PORTSMOUTH CAMPUS MASTER SITE PLAN UPDATE PROJECT Code: 260-17397 (III.C.2.m) BACKGROUND:

Tidewater Community College requests approval of a proposed update to the master plan for the Fred W. Beazley Portsmouth Campus. The TCC Local Advisory Board and State Board for Community Colleges approved the original master plan for the relocated Portsmouth Campus and acquisition of its 35-acre site at their November 2005 meetings. The new campus was developed generally in accordance with that plan and opened with its original four buildings for the spring 2010 semester. The original master plan for the campus did not include a student center for the campus. In its 2006 session, the General Assembly appropriated non-general funds to construct a student center at the Portsmouth Campus. And the State Board approved TCC’s business plan to support development of a student center at each of its four campuses at the May 2007 meeting.

The original master plan provided for an easily accessible, pedestrian-friendly campus that would serve as an anchor for a new business park and residential community in the newly named Victory section of Portsmouth. The design provided a highly visible and identifiable campus environment that links the traditions of higher education with the promise of education as an act of optimism that will withstand the test of time.

This update to the master plan accommodates a revised campus program that includes a student center in addition to the academic and support space originally proposed. This document accommodates the student center building, as well as associated revisions to the program of the remaining two buildings from the original master plan. This modification, along with design changes that occurred during development of the initial four buildings resulted in a need for an update to the campus master plan to address the overall campus layout, pedestrian and vehicular circulation, organization of open spaces, and utility routing.

This master plan update addresses the following goals and objectives.

1. Identification of existing buildings and future building sites on the campus and their relationship to other buildings with respect to infrastructure circulation and visual compatibility.

2. Development of traffic and parking strategies for the campus that provides ease of access/egress to the campus and accommodates current and future parking needs.

3. Expansion of a road and utility infrastructure that adequately supports the student center and subsequent phases of campus development.

The first phase of the campus opened for the spring semester of 2010 with capacity for an on-campus regular session enrollment of 2,028 FTES. It consists of 188,000 gross square feet of space in three academic buildings and a central plant/facilities building, including approximately 20,000 gross square feet of space provided by Portsmouth Public Schools.

The master plan update reflects alterations to the selected site for the student center and subsequent building phases. The student center is under construction as a single building of 59,353 gross square feet.

DRAFT Meeting No. 327 May 16th 2013 Page 36 of 58 The eventual build-out of the campus property will provide approximately 410,000 gross square feet of instructional and support space and 2,800 to 3,200 parking spaces in a combination of surface and structured parking. It will serve 4,254 on-campus regular session FTES.

The original concept for the campus was for buildings to be located to frame a central quad, which would visually tie to the central open space and pond in the adjacent Victory Village development. The location of the future buildings is intended to create a secondary, less formal, open space and frame the ponds along Greenwood Drive with a precedent being set by the student center building. Vehicular circulation and access to parking (predominately located on the east side) are restricted to the perimeter of the campus. The campus is intended to support the partnership between TCC and the City of Portsmouth and become a focal point for the new Victory community.

The master plan update will be presented to the state’s Art & Architectural Board on May 3, 2013.

LOCAL BOARD APPROVAL:

The Tidewater Community College Local Advisory Board will consider the master plan update for the Portsmouth Campus at its May 14, 2013, meeting.

RECOMMENDATION:

In accordance with Virginia Community College System Policy Manual, §10.0.0.4 e, it is recommended that the State Board for Community Colleges approve the update to the master site plan for the Fred W. Beazley Portsmouth Campus of Tidewater Community College as presented.

RESOURCE PERSONS:

Dr. Edna V. Baehre-Kolovani President Tidewater Community College (757) 822-1050 [email protected]

Mr. Robert B. Jones, RA, CBO, VCCO Associate Vice Chancellor Facilities Management Services Virginia Community College System (804) 819-4917 [email protected]


APPENDIX XX

TITLE: VIRGINIA WESTERN COMMUNITY COLLEGE SIGNAGE FOR THE CENTER FOR SCIENCES AND HEALTH PROFESSIONS

PROJECT CODE: 260-A3260-003 (III.C.2.n) BACKGROUND: Virginia Western Community College requests design approval for new signs for the Center for Science & Health Professions (CS&HP) building which is nearing completion. The signs will have lettering applied to brick and metal pylons which complement the design of the CS&HP building. VCCS Policy 10.0.0.4.k requires State Board approval for any activity which would substantially affect the appearance of a campus. Construction is planned for the summer of 2013, so the signs will be completed in time for fall semester classes. Estimated project cost is $200,000, which will be funded from money that VWCC has set aside for site work. LOCAL COLLEGE BOARD: The Local College Board approved the design April 16, 2013. RECOMMENDATION: In accordance with Virginia Community College System Policy Manual, 10.0.0.4.k, it is recommended that the State Board for Community Colleges approve signage for the Center for Science & Health Professions at Virginia Western Community College. RESOURCE PERSONS: Dr. Robert H. Sandel President Virginia Western Community College 540-857-7311 [email protected]



APPENDIX XXI

TITLE: RECOMMENDATION FOR 2013-2014 TUITION AND FEES (Budget and Finance Action Item III.D.2.a) BACKGROUND: The Appropriation Act grants the authority to set tuition and fees for public colleges and universities to the institution’s governing board. Language directs the board to set rates they deem appropriate provided the total revenue generated by the collection of tuition and fees is within the non-general fund appropriation for the educational and general (E&G) program for the institution. The State Board approves tuition and tuition differentials rates and mandatory fees that all students are required to pay to enroll. This includes the E&G technology fee and various non-E&G fees which vary by college and are usually for programs and activities that the state does not fund such as student activities, parking, and auxiliary enterprise facilities costs such as student centers. Current Tuition and Fee Rates In-State Students: The current (FY 2013) tuition and mandatory fee rate for VCCS students domiciled in Virginia is $124.50 per credit hour and is made up of three components:

Tuition – $116.53 Technology Fee which provides dedicated funding for updating and maintaining technology

investments (a mandatory E&G fee) - $7.50 Comprehensive Fee collected to offset indirect costs for auxiliary programs which do not

receive state funds (a mandatory non-E&G fee) - $0.47 Also, the in-state tuition and fee rate is charged to reciprocal students. By state law, out-of-state students who reside within a 30-mile radius of one of our colleges in a state with a tuition reciprocity agreement with the Commonwealth of Virginia, is eligible to pay in-state tuition and fee rates Also, as required by state law, students who are not residents of Virginia, but are dependents of active military personnel are also charged in-state the tuition and fee rate. The in-state rate is also applied to dual enrollment students. Out-of-State Students: State law requires that tuition for students not domiciled in Virginia cover at least 100% of the total cost of education as calculated through base budget adequacy guidelines. Currently the out-of-state tuition rate covers more than 130% of costs. While only about five percent of VCCS students are classified as out-of-state, they provide almost 10 percent of the total E&G tuition revenue. The current tuition and mandatory fee rate for out-of-state students is $316.60 per credit hour and is made up of four components:

Tuition – $293.13 Technology Fee (mandatory E&G fee) - $7.50


Comprehensive Fee collected to offset indirect costs for auxiliary programs which do not receive state funds (a mandatory non-E&G fee) - $0.47

Capital fee which is required by state law to be charged to out-of-state students to pay for a portion of the debt service for the bonds sold for construction of new facilities - $15.50

Other Tuition Rates: Military Contract Rate - $140.00 per credit hour: The State Board authorized the in-state tuition and fee rate ($124.50) to be charged to all students for classes for which the military contracts with one of the colleges to provide to military personnel. However, the out-of-state student capital fee ($15.50) does apply to all non-residents. Business Contract Rate - $200.00 per credit hour: The State Board has set the tuition and fee rate for students in courses for which a business contracts with one of the colleges at $60 above the in-state rate. However, the out-of-state student capital fee ($15.50) does apply to all non-residents. e-Rate - $222.00 per credit hour: The e-Rate is an optional rate that colleges may charge out-of-state students taking distance education courses through the VCCS. The state requires that the rate exceed all direct and indirect costs of providing instruction to those students. College Specific and Fee Rates Tuition Differentials: In May 2005, the State Board for Community Colleges approved a Differential Tuition Policy, described in Section 4.3.0(b) of the VCCS Policy Manual. Currently only Northern Virginia (NVCC) and J. Sargeant Reynolds (JSRCC) Community Colleges charge tuition differentials. For FY 2013, the NVCC tuition differential per credit hour rate is $18.65 for in-state students and $21.30 for out-of-state students. At JSRCC, the current tuition differential rate is $2.10 per credit hour for all students. Mandatory Non-E&G Fees: All colleges charge mandatory non-E&G fees for programs and activities that the state does not fund such as student activities, parking, and operating costs for auxiliary enterprise facilities such as student centers. The rates vary by college and range from $1.50 to $27.35 per credit hour. Please Note: Requests for increases in these fees for FY 2014 will be presented to the State Board for approval is Budget and Finance Committee Item III.D.2.b at the May meeting. DISCUSSION: GENERAL TUITION Tuition is impacted by many factors including 1) changes in state funding, 2) faculty and staff salary increases authorized by the General Assembly, 3) changes in enrollment, 4) unavoidable cost increases, and 5) decisions on whether to fund high priorities in the VCCS Six Year Plan. The following table shows the funding amounts for the last three fiscal years and the anticipated funding for FY 2014 for the VCCS Education and General (E&G) program (in million dollars) by funding source:

DRAFT Meeting No. 327 May 16th 2013 Page 40 of 58 FY 2011 FY 2012 FY 2013 FY 2014 General Fund $341.65 $311.89 $332.60 $341.26Federal Stimulus 21.00 25.89 0 0Tuition and Other Non-state Revenue

517.04 512.48 523.30 TBD

TOTAL $879.69 $850.26 $855.90 TBD With support from the Governor and General Assembly, state support from the general fund in FY 2014 will almost be back to the FY 2011 amount, but without the federal stimulus funding, total resources appropriated for the state’s share of E&G costs will be about 6 percent lower than in FY 2011. Tuition increases have provided additional resources to maintain funding level on a per student basis. For FY 2014 several state budget actions will need to be funded with additional tuition including:

The VCCS portion of faculty and staff salary increases in July 25, 2013 The VCCS portion of increased costs for employee fringe benefits particularly medical

insurance.

In addition, the college presidents have identified two high strategic priorities that need to be supported, but would have to be funded with tuition revenue including:

Increasing the percentage of courses taught by full-time faculty from 45% to 47.5% which has an estimated cost of $9.26 million. In fall 2012, the colleges reached a level of 45 percent of courses taught by full-time faculty. While this has been a long-standing goal for the VCCS, the issue is particularly critical at this time as adjunct workloads are being impacted by the state’s implementation of the Affordable Healthcare Act. Additional funding would be needed to continue making progress on this goal. If this strategy is funded, colleges would have the resources to move halfway from the current ratio of 45 percent to 50 percent by FY 2015.

Further strengthening STEM-H programs. The State Board approved a portion of the 2013 tuition increase to provide resources to strengthen STEM-H programs which are a state priority. Colleges actually supplemented the $1.64 million generated from the 50 cents per credit hour of the FY 2013 tuition increase with reallocation within the existing budgets of another $3.6 million. The costs of offering many of these programs are expensive and further improvements will require more resources.

The table below lists the funding and tuition increases needed to fund the VCCS share of the specific state budget actions and high priority strategies.


In-State Tuition Rates

To fund all of the costs in the table above, tuition for in-state students would need to be increased $5.50 per credit hour effective fall 2014.

Out-of-State Tuition Rates Tuition: Because the VCCS is well within state policy that the out-of-state tuition rate cover more than 100% of cost of education, it is recommended that the per credit hour be increased for out-of-state students in FY 2014 at the same amount as the increase for in-state students. Capital Fee: While the General Assembly in the 2013 state budget decreased for FY 2014 the amount that must be collected from out-of-state students for debt service on capital projects by almost $183,645 to $3.2 million, the current rate of $15.50 per credit hour does not produce sufficient revenue for the required transfer to the state general fund. An increase of $2.50 in the capital fee is recommended for FY 2014. Technology Fee

Funding Needs Cost State FundingAmount Funded

with Tuition Increase

$ Increase Per Credit

Hour

% Increase Per Credit

Hour

Must Fund & Unavoidable Costs

Faculty Salary Increase - 3% $10,380,108 $6,373,293 $4,006,815 $1.21 1.0%

Classified Salary Increase $4,627,000 $2,869,000 $1,758,000 $0.53 0.4%

Employee Benefits Changes $9,660,000 $5,892,600 $3,767,400 $1.14 0.9%

Inflation in Operating Costs $0 $0 $0 $0.00 0.0%

New Buildings Operating Costs $0 $0 $0 $0.00 0.0%

General Operating Support $0 $2,216,801 ($2,216,801) ($0.67) -0.5%

Total - Must Fund & Unavoidable Costs

$24,667,108 $17,351,694 $7,315,414 $2.21 1.8%

High Priority Investments

Improve Faculty Ratio to 47% $9,387,500 $0 $9,387,500 $2.84 2.3%STEM-H Program Enhancements $1,500,000 $0 $1,500,000 $0.45 0.4%Total - High Priority Enhancements $10,887,500 $0 $10,887,500 $3.29 2.7%

Total - Must Fund, Unavoidable Costs and Investments

$35,554,608 $17,351,694 $18,202,914 $5.50 4.4%


The current technology fee of $7.50 is close to the national average for that fee for all institutions. With the other strategic needs this year, no increase is recommended in this fee. However, technology costs increase each year and the VCCS will have to reallocate funding from current budgets to pay for the increases.

e-Rate The e-Rate will need to be increased by the same amount as the tuition increase for in-state students in FY 2014 to meet the state requirement that the rate covers all direct and indirect costs of providing instruction to those distance education students. Business Contract Rate Following current State Board policy, the Business contract rate would be increased by the same amount as the in-state tuition and fee rate.

Reallocation Option Language in the state budget requires that a portion of the E&G budgets be reallocated to fund strategic state priorities such as STEM-H programs and to expand access. The 2012 budget bill requires that in FY 2014, the VCCS reallocate 2 percent of the E&G budget ($5.9 million). New language in the 2013 state budget would permit institutions to reallocate up to an additional 1.5% ($4.4 million). In the scenario above tuition would not be increased for costs such as new facilities coming online or inflationary increases in utilities, technology costs, library or instructional materials, but funding would have to be reallocated from existing budgets to pay these costs.

Affordability One of the goals of Achieve 2015 is to maintain tuition and fees for in-state students at less than half of the comparable cost of attending Virginia's public four-year institutions. The comparable costs are tuition and mandatory fees. For FY 2013, the rate is 37.6% which is substantially under the Achieve 2015 goal, but equals the prior highest level. Most of the actual tuition increases for FY 2014 approved by the governing boards at the Virginia public universities are in the 3.8 percent to 5 percent range. If tuition were increased as in the scenario detailed above, the VCCS tuition and mandatory fees would still be within the Achieve 2015 goal. However, in its 2013 Tuition and Fees report, SCHEV stated that “at 8.7% for FY 2013, Virginia’s two-year institutions’ average charge as a percentage of per capita disposable income will be the same as the average charge in FY2011—the historical least affordable record.” While tuition and fees are relatively the same amount for all the community colleges, the affordability varies greatly across the state depending on the income levels in the localities served by the college. Tuition and fees as a percentage of per capita income varies from 5.1 percent in Northern Virginia to over 12.5 percent in Southside Virginia’s service area. The tuition rates detailed above take into account these facts as well as the guidance from the Governor requesting that institutions hold the FY 2014 tuition increases to the rate of inflation, after taking into account state budget specific items, and unavoidable costs.

DRAFT Meeting No. 327 May 16th 2013 Page 43 of 58 OTHER ISSUES Tuition Differentials

During 2012, the State Board for Community Colleges evaluated factors that impact the colleges’ ability to recruit and retain the best possible faculty and staff. To obtain updated information on one of the major factors - salaries for teaching faculty - a study was commissioned to compare pay at Virginia colleges to other community colleges nationally.

The study found that salaries for teaching faculty at Virginia’s community colleges are generally competitive except for colleges in metropolitan areas. The study found that salaries at colleges in these areas are as much as 19% behind the market making it difficult to recruit talented new faculty.

The 2012 salary study findings are consistent with State Council of Higher Education for Virginia (SCHEV) data comparing salaries for the colleges to their national peer groups. The results are significant and indicate that the cost of living and the cost of labor are different across the Commonwealth, yet the VCCS’ past compensation practice of allocating pay increases at the same rate for all colleges did not acknowledge this fact.

In May 2012, the State Board adopted the concept that compensation decisions should be adjusted to account for geographical differences where such differences affect the competitiveness of our employment offers and retention efforts.

However, with the majority of faculty in the VCCS at the colleges in the metropolitan areas, reallocation of funding for pay increases from colleges above the 60th percentile will not provide sufficient resources to address the issue. Tuition differentials are one option to provide resources to address some of this issue.

The State Board at the March 2013 meeting supported the concept of allowing colleges with faculty salaries that are substantially below the 60th percentile of the college’s peer group to request a differential tuition increase to supplement the 3% increase funded in the state budget for faculty at all colleges. Five colleges in that category have submitted request for differentials to provide funding for a salary increases for full-time teaching faculty of up to 2 percent in addition to the 3 percent that all faculty will receive. The colleges and the amount of the per credit hour differential requested are:

Northern Virginia Community College - Please see “NVCC Tuition Differential” section below

Tidewater Community College - $1.00 tuition differential offset by a $1.00 decrease in the student activity (auxiliary) fee

Virginia Western Community College - $1.00 Thomas Nelson Community College - $1.00 J. Sargeant Reynolds Community College - $1.00

DRAFT Meeting No. 327 May 16th 2013 Page 44 of 58 Detailed information about the differential requests from the colleges is attached. The VWCC and TNCC local boards have recommended State Board approval of the differential requests. The JSRCC board will meet on May 9, 2013. The TCC local board will consider the request at its May 11 meeting. State Board approval of the differentials is recommended pending local board review and support. NVCC Tuition Differential Since FY 2006, with the State Board’s approval, NVCC has maintained a strategy of gradually increasing tuition differentials to produce revenue to fund several strategic priorities. Northern Virginia Community College is located in one of the most expensive metropolitan areas in the United States. The region is also more affluent than many other areas of Virginia allowing most students and their families to have a greater capacity to pay a higher tuition rate. Since implementing the differential tuition, NVCC has maintained annual enrollment growth in Full-Time Equivalent (FTE) students. Even with the tuition differential increases, NVCC’s tuition and fee rates are comparable with other community colleges in the Washington metropolitan area. NVCC’s current tuition and fees are $145.25 per credit hour compared with $144.77 for Howard Community College, $148.40 for Montgomery College, and $143.33 for Prince George’s Community College. Increasing the college’s capacity to serve more students, while managing the costs of its operations and the cost of offering competitive faculty salaries, presents significant challenges. Salaries lag significantly behind other community colleges in the Washington region and even behind some public school divisions in Northern Virginia. NVCC is proposing that a new differential increase of $3.00 per credit hour be implemented for FY 2014. NVCC estimates it will collect an additional $3.3 million from the tuition differential. As in previous years, NVCC proposes to dedicate ten percent of the funds to support and increase student aid funds for students who demonstrate financial need. About 40 percent of the funding would be used to enhance faculty salaries including 1) an up to 2 percent salary increase for full-time teaching faculty in addition to the 3 percent that all faculty will receive as noted above, 2) for selected salary adjustments in areas where compensation averages are significantly below labor market standards and 3) implementation of the new faculty evaluation reward and recognition program. Almost 30 percent would be dedicated to hire 15 Student Success Advising Specialists. The remaining 20 percent will be used to offset transfer of funds to the VCCS. The Northern Virginia Community College Board approved this proposal at its March 11, 2013 meeting and recommends to the State Board for Community Colleges approval of a tuition differential of up to $3.00 per credit hour be approved for Northern Virginia Community College, effective with the fall semester 2013. With tuition increases needed to fund salary increases and two major strategic initiatives, the VCCS recommends that the tuition differential for NVCC be increased by $2.00 per credit hour for FY 2014. Student Financial Aid


Since FY 2009, 0.3% of tuition revenue has been designated for student financial assistance. This portion of tuition revenue generates over $1.5 million per year which is used for the VCCS Grant program which is targeted to students who do not already receive enough grants funding to cover their tuition, fees, and book costs. The funds remain with the college that collects the revenue. For students taking six or fewer credit hours, the VCCS self-funded Part-time Tuition Assistance Program (PTAP) is a primary source of financial aid. The current level of funding is $2.0 million. Since tuition revenue is not transferred among the colleges, rather than mandating another across-the-board amount of tuition to be used for financial aid, for FY 2012 the State Board authorized each college to utilize whatever proportion of its tuition increase the college deems appropriate for additional financial aid. The Board also authorized the VCCS to designate a portion of available FY 2011 year-end operating funds for PTAP student aid in FY 2012. It is recommended that the Board again authorize the colleges to utilize funds for financial aid as appropriate for that institution and that the VCCS be authorized to designate a portion of available FY 2013 year-end operating funds for PTAP student aid in FY 2014. Policy Manual Correction As stated earlier in this document, the Appropriation Act requires a capital fee to be assessed to out-of-state students at institutions of higher education for debt service on bonds under the 21st Century Bond Program. Section 4.3.0(a) of the VCCS Policy Manual identifies out-of-state students who are required to pay the capital fee including out-of-state students who attend the VCCS under reciprocity agreements. However, this is not in compliance with the Code of Virginia (Section 23-7.4.2) which specifies reciprocal students must be counted as in-state students for the purposes of determining college admissions, enrollment, and tuition and fee revenue polices. It is therefore proposed that VCCS policy be updated to reflect the tuition and fee guidelines in the Code of Virginia for reciprocal students. Changes to VCCS policy manual section 4.3.0(a) appear below (new wording italicized).

VCCS Policy Manual Section 4.3.0(a) – Tuition (SB)

A capital fee of $15.50 per credit hour shall be charged to all out-of-state students for all credit courses with the following exceptions: This includes out-of-state students associated with distance learning, third party contract, or reciprocity agreements. 1. Out-of-state dual enrolled students who meet the requirements in section 4.3.0.1 of the

VCCS Policy Manual 2. Out-of-state students deemed to be either domiciled in Virginia or counted as in-state

students for purposes of eligibility for in-state tuition and fees by specific language in the Code of Virginia. This includes dependents of active duty military personnel (VCCS Policy section 4.3.0.4) and reciprocal students (VCCS Policy section 4.3.0.5).

SUMMARY

DRAFT Meeting No. 327 May 16th 2013 Page 46 of 58 If the State Board decides to fully fund through tuition increases the VCCS share of the costs for faculty and staff salary increases effective July 25, 2013, increases in employee fringe benefit costs, strategic initiatives to increase the proportion of classes taught by full-time faculty, and investments in STEM-H programs, the following tuition and fee rates would be needed: Increase in FY 2014

Rate FY 2013 FY 2014 Per Hour $ Increase

Per Class (3 Hour) $ Increase

Annual FTE Student $ Increase

In-State * $ 124.50 $ 130.00 $ 5.50 $ 16.50 $ 165.00

Out-of-State $ 316.60 $ 324.60 $ 8.00 $ 24.00 $ 240.00

Tuition and Fees $ 301.10 $ 306.60 $ 5.50 $ 16.50 $ 165.00

Capital Fee $ 15.50 $ 18.00 $ 2.50 $ 7.50 75.00

Military Contract (Out-of-State) $ 140.00 $ 148.00 $ 8.00 $ 24.00 $ 240.00

Tuition and Fees $ 124.50 $ 130.00 $ 5.50 $ 16.50 $ 165.00

Capital Fee $ 15.50 $ 18.00 $ 2.50 $ 7.50 $ 75.00

Business Contract (Out-of-State) $ 200.00 $ 208.00 $ 8.00 $ 24.00 $ 240.00

Tuition and Fees $ 184.50 $ 130.00 $ 5.50 $ 16.50 $ 165.00

Capital Fee $ 15.50 $ 18.00 $ 2.50 $ 7.50 $ 75.00

eRate (Out-of-State) $ 222.00 $ 230.00 $ 8.00 $ 24.00 $ 240.00

Tuition and Fees $ 206.50 $ 212.00 $ 5.50 $ 16.50 $ 165.00

Capital Fee $ 15.50 $ 18.00 $ 2.50 $ 7.50 $ 75.00

Tuition Differential

NVCC- In-state $ 18.65 $ 20.65 $ 2.00 $ 6.00 60.00

NVCC- Out-of-State $ 21.30 $ 23.30 $ 2.00 $ 6.00 $ 60.00

JSRCC $ 2.10 $ 3.10 $ 1.00 $ 3.00 $ 30.00

TCC ($1 decrease in non-E&G fee)

$ 0.00 $ 1.00 $ 1.00 $ 3.00 $ 30.00

TNCC and VWCC $ 0.00 $ 1.00 $ 1.00 $ 3.00 $ 30.00

* Includes Reciprocal, Military Dependents, In-state Military and Business Contract students.

RECOMMENDATION: It is recommended that the State Board approve the proposed tuition and E&G fee rates and policies effective fall 2013. It is also recommended that the State Board authorize the colleges to utilize funds for financial aid as appropriate for that institution and that the VCCS be authorized to designate a portion of available FY 2013 year-end operating funds for PTAP student aid in FY 2014. Finally, it is recommended that the Board approve the changes to Section 4.3.0(a) of the

DRAFT Meeting No. 327 May 16th 2013 Page 47 of 58 VCCS Policy Manual to bring it into compliance with the Code of Virginia which specifies reciprocal students must be counted as in-state students for the purposes of determining college admissions, enrollment, and tuition and fee revenue polices. RESPONSIBLE STAFF: Donna M. VanCleave Vice Chancellor for Administrative Services (804) 819-4910 [email protected] William M. Johnson Assistant Vice Chancellor for Budget and Planning (804)819-4912 [email protected]


APPENDIX XXII

TITLE: APPROVAL OF NON-E&G FEE INCREASES FOR FY 2014 (III.D.2.b)

BACKGROUND: The Commonwealth only provides state funding to the public institutions of higher education for Educational and General (E&G) and student financial aid programs. The funding for auxiliary enterprise services (non-E&G) which include student clubs and activities, recreational and athletic programs, and construction and operation of student centers is primarily provided by student fees and other non-state funds. Also, by state policy, parking also must be operated as an auxiliary enterprise program. Construction and operation and maintenance of parking lots are typically supported by local government appropriations provided for such purposes and student parking fees. The auxiliary enterprise fees (non-E&G) are typically mandatory for all students. Parking fees vary with some colleges applying a per credit hour comprehensive fee to all students and other colleges charging a user fee which gives students the option of purchase parking permits. All mandatory fees must be approved by the State Board for Community College. The auxiliary enterprise programs and the fees to support the activities at the four-year institutions are much larger than at the community colleges. Language in the Appropriation Act limits institutions other than the community colleges from increasing the auxiliary enterprise fees by five percent each year with a few exceptions. For the community colleges, language in Section 4-2.01 b. of the Appropriation Act states:

c) Due to the small mandatory non-educational and general program fees currently assessed students in the Virginia Community College System, increases in any one year of no more than $15 shall be allowed on a cost-justified case-by-case basis, subject to approval by the State Board for Community Colleges.

Therefore, mandatory non-E&G fee increases at the community colleges are limited each year to $0.50 per credit hour for a maximum of $15.00 per academic year (fall/spring semesters). Colleges are also allowed to increase the parking fee up to $0.50 per credit hour. In addition, colleges are permitted to increase fees above this amount to fund capital projects approved by the General Assembly. This provision allows John Tyler Community College to request an increase in its parking fee $0.67 to support debt service for a structured parking garage on its Midlothian Campus. Each college requesting an increase in its mandatory non-educational and general fees for FY 2014 has submitted appropriate documentation to the Chancellor for consideration by the State Board for Community Colleges. REQUESTED INCREASES

DRAFT Meeting No. 327 May 16th 2013 Page 49 of 58 A summary of the requested fee increases for FY 2014 is attached. Only 12 colleges requested per credit hour increases, and they range from $0.13 for a parking permit fee at Thomas Nelson Community College to $0.67 for the parking structure at John Tyler Community College. Additional information about each college’s request is included on the attached table. RECOMMENDATIONS It is recommended that the State Board approve the student fee increases for FY 2014 as listed in the table below:

RESPONSIBLE STAFF

Donna VanCleave Vice Chancellor of Administrative Services (804) 819-4695 [email protected] William M. Johnson Assistant Vice Chancellor for Budget and Planning Services

Community College Fee Type

Spring 2012 Rate per Credit

Hour

New Rate per Credit

Hour

Increase per Credit

HourEffective Semester

Blue Ridge Parking $2.58 $3.08 $0.50 Fall 2013Central Virginia. Student Activity $3.75 $4.25 $0.50 Fall 2013Germanna Parking $1.25 $1.50 $0.25 Fall 2013John Tyler Parking $1.33 $2.00 $0.67 Fall 2013Northern Virginia Student Activity $2.10 $2.60 $0.50 Fall 2013Piedmont Virginia Student Activity $1.40 $1.90 $0.50 Fall 2013Rappahannock Parking $1.94 $2.44 $0.50 Fall 2013Rappahannock Student Activity $2.25 $2.75 $0.50 Fall 2013Thomas Nelson Parking $0.78 $0.91 $0.13 Fall 2013Thomas Nelson Student Activity $0.80 $0.96 $0.16 Fall 2013Tidewater Parking $4.80 $5.30 $0.50 Fall 2013Virginia Highland Student Activity $1.50 $2.00 $0.50 Fall 2013Virginia Western Parking $3.00 $3.50 $0.50 Fall 2013Virginia Western Student Activity $1.59 $2.09 $0.50 Fall 2013Wytheville Parking $0.00 $0.50 $0.50 Fall 2013

Summary of Mandatory Non-E&G Fee Increases GrantedState Board for Community Colleges -

May 2013

DRAFT Meeting No. 327 May 16th 2013 Page 50 of 58 (804) 819-4912 [email protected]

Robert R. Baldygo Vice President of Finance and Administration Blue Ridge Community College

John Poole Vice President for Finance and Administration Central Virginia Community College

Richard L. Brehm Vice President for Finance and Administration Germanna Community College

Dimitrina Dimkova Vice President of Finance Northern Virginia Community College

William F. Taylor Vice President for Finance and Administration John Tyler Community College

Kim McManus Vice President for Finance and Administration Rappahannock Community College

Stephen A. Parker Vice President for Finance and Administration Piedmont Virginia Community College

Charles Nurnberger Vice President for Finance and Administration Thomas Nelson Community College

Phyllis Milloy Vice President for Finance Tidewater Community College

Christine Fields Vice President for Finance and Administration Virginia Highlands Community College

Cheryl Miller Vice President of Finance and Administration Virginia Western Community College

Crystal Cregger Vice President for Finance and Administration Wytheville Community College


APPENDIX XXIII TITLE: REVISION TO SECTIONS 4.3.1.0 COMMUNITY EDUCATION/PUBLIC

SERVICE FEES AND 5.12.1.2 FINANCIAL SUPPORT AND THE ADDITION OF SECTION 4.3.1.7 TO THE VCCS POLICY MANUAL (Budget and Finance Committee Action Item III.D.2.c)

ISSUE: One of the recommendations of the Reengineering Taskforce is to “Reposition workforce services as a high performance operation meeting employer needs while contributing to the financial strength of Virginia’s Community Colleges.” Strategies to implement this recommendation include identifying barriers to cost effective, entrepreneurial operations in workforce services and promoting changes to operational and funding policies and guidelines where appropriate. One of the barriers to entrepreneurial operations is the current interpretation of language in Section 4.3.1.0 of the VCCS Policy Manual that requires that “revenues generated in the aggregate shall be equal to or greater than the direct cost of such offerings plus thirty percent for administrative overhead support.” This policy is also repeated in Section 5.12.1.2 Financial Support. The language is vague without clear definitions, does not encourage entrepreneurial operations, and results in substantial variation in the way colleges handle workforce administrative overhead costs. This also results in an inability to appropriately measure and improve the cost effectiveness of noncredit workforce development programs. This language in Section 4.3.1.0 needs to be amended to clarify that this state policy applies to Community Education and Community Service courses in the Educational and General Program. VCCS noncredit workforce programs since fiscal year 2012 have been appropriated in the Economic Development Services Program. VCCS policy regarding noncredit workforce revenue requirements now needs to be updated to reflect the expanded role that the VCCS now plays in workforce training. Since all of the programs at the colleges are managed differently reflecting the markets in the colleges’ communities, a flexible policy is needed to protect the financial integrity of the colleges while providing incentives for expanding training programs and offerings. Proposed Policy Changes Workforce Development Services staff and a team of workforce and administration/finance leaders developed recommended revisions to the VCCS policy language to require that fees for noncredit workforce programs must cover all direct costs for the courses and classes. The revisions also would allow the colleges to determine the use for revenue generated by the programs in excess of direct costs. This would provide flexibility for the colleges to determine the best ways to invest workforce training revenue to expand programs and services for its region. The proposed changes also clarify that Community Education and Community Service programs appropriated in the Educational and General Program in the state budget are required to generate

DRAFT Meeting No. 327 May 16th 2013 Page 52 of 58 revenue greater than the direct cost of such offerings plus thirty percent for administrative overhead support. The workgroup also recommends that to encourage entrepreneurial, cost-effective operations, the Chancellor, in coordination with the college presidents, set progressive annual goals for workforce revenue in excess of direct costs for each college. Colleges will determine the best use for these revenues in excess of direct costs, with reinvestment in workforce and contribution to indirect costs seen as two possibilities. The ACOP recommended at its April 2013 meeting that the State Board approve the proposed changes to the VCCS policy language. RECOMMENDED POLICY CHANGES: Revision: 4.3.1.0 Community Education/Public Service Fees (SB) Fees shall be established for Community Education and Community Service offerings appropriated in the Education and General Program such that revenues generated in the aggregate shall be equal to or greater than the direct cost of such offerings plus thirty percent for administrative overhead support. See section 4.3.1.7.b for a definition of direct costs. Addition: 4.3.1.7 Noncredit Workforce Training Programs

d. Sufficient revenue must be generated from fees, gifts, grants, donations or state funds dedicated solely for noncredit workforce training programs to support all of the programs’ direct costs. Such revenues and costs shall be measured in the aggregate for each fiscal year. Colleges may determine how revenues generated by these programs in excess of direct costs are used including, but not limited to, reinvesting in workforce programs or being used to offset indirect costs.

e. Direct costs are expenses attributable to a specific class, service, or series which would not be present if the class, service, or series did not exist. Examples of direct costs include:

• Instruction: – Instructor/Facilitator compensation and benefits – Third-party vendor fees – Curriculum development expenses

• Marketing: – Advertising expenses when directly associated with a specific class, service,

or series of classes – Market studies directly associated with a specific class or series of classes

• Materials/Incidentals: – Handouts, books, and other costs to provide the learners with learning

materials


– Instructional consumables such as food for a culinary class or wires and cables for an electrical class

– Space rental for non-college owned facilities such as a conference center – Hospitality expenses such as food and drink – Give-aways such as name badges, pads, and pencils

f. Indirect costs are expenses not directly attributable to a specific class, service, or series

and which would be present even if a specific class, service, or series did not exist. Examples of indirect costs include:

• Staffing (salary and benefits) for individuals not directly instructing/facilitating learning

– Administrative/Managerial such as dean and vice-president – Coordination staff such as program developers and managers – Clerical staff such as customer service, registration, record maintenance,

and support staff – Professional development

• Marketing – General marketing not directly attributable to a specific class, service, or

series • Physical Plant

– Office space – Instructional space owned by the college or the division/department and

regularly used for programming and perhaps other functions – Common areas such as lobbies, waiting areas, convenience centers like

kitchens or vending areas, restrooms, conference rooms – Maintenance and upkeep of spaces – Utilities – Office equipment – Instructional equipment (including software and license fees) not specific

to a particular class, service, or series Revision: 5.12.1.2 Financial Support (SB) Community education and community service programs appropriated in the Educational and General Program and non-credit courses are regarded as being self-supporting in the aggregate. The fees for community education and community service non-credit programs shall be established so as to provide funds to pay the direct costs plus an additional 30% to defray general overhead costs. Such programs are to be budgeted within the State Maintenance and Operation Budget of each college and all All funds are to be received and disbursed through the State Treasury. PREVIOUSLY REVIEWED BY: WDS Advisory Council Administration and Finance Vice Presidents Chancellor’s Advisory Council of Presidents (ACOP)

DRAFT Meeting No. 327 May 16th 2013 Page 54 of 58 ACTIONS: It is recommended that the State Board approve the proposed Policy Manual revisions. RESPONSIBLE STAFF: Donna M. VanCleave Vice Chancellor for Administrative Services (804) 819-4910 [email protected]

William M. Johnson Assistant Vice Chancellor for Budget and Planning (804)819-4912 [email protected]


APPENDIX XXIV TITLE: POLICIES IN SUPPORT OF THE NEW TEACHING FACULTY

EVALUATION SYSTEM (VCCS-29 UPDATE, ORIGINAL AND CONTINUING APPOINTMENTS, AND FACULTY DEVELOPMENT AND EVALUATION POLICY) (III.E.2.a)

BACKGROUND: Due to the comprehensive nature of the redesign to the Teaching Faculty Development and Evaluation System, there are related policies that must be modified to comport with the revisions to the policy. First changes are needed in the VCCS-29 - Normal Minimum Criteria for Each Faculty Rank document. The current VCCS-29 notes that a faculty member must receive consecutive ratings of ‘very good’ or ‘excellent’ to be considered for promotion. This VCCS-29 has been updated to note that faculty must receive a ‘meets expectation’ rating on their most recent evaluation period. The explanatory language for the VCCS-29 has been updated as well to clarify which terminal degrees are accepted within the VCCS. All changes to the VCCS-29 were developed by a committee charged with revising the document from the Academic and Student Affairs Council (ASAC). All changes have also been approved by ASAC. Second, the new evaluation system also impacts the appointment and reappointment of teaching faculty. Changes to the Original and Continuing Appointments Policy are needed to incorporate the elements required by the new evaluation policy, namely that the first year of a teaching appointment be considered probationary and continuing appointments be subject to satisfactory evaluations as outlined in the new policy. The revisions also include non-reappointment notification date changes and the inclusion of language incorporating the restricted nature of Associate Instructor appointments. Finally, clarifying language was added to the Faculty Development and Evaluation System itself. First, the name has been updated to include the word recognition to reflect the three components of the system, Faculty Development, Evaluation and Recognition policy. Next, the original intent of the reward and recognition component was to ensure that the faculty member could nominate themselves for an award absent a nomination by their supervisor. However, the policy language inadvertently limits the nomination for awards to the faculty member and their supervisor. The Faculty Evaluation Work Group recommends that nominations for recognition be allowed from any stakeholder (e.g. students, faculty, staff, supervisor, community member, etc.) and that nominations for reward be limited to employees of the college. Third, language was added clarifying that “The results of the annual personal and professional development plan and all performance over the multi-year appointment will be considered in the multi-year renewal evaluation.” Fourth, the non-reappointment date for second and third year faculty of March 15th is clarified, as is the requirement that these faculty receive their pay on a 24-pay disbursement cycle. Current first-, second-, and third-year faculty are grandfathered and are not required to receive their pay on a 24-pay cycle. The fifth and last set of revisions includes minor editorial changes as noted.

DRAFT Meeting No. 327 May 16th 2013 Page 56 of 58 These policy changes are necessary to support the full implementation of the new faculty evaluation system. RATIONALE: The enclosed changes are necessary to update related policies in support of the full implementation of the new Faculty Evaluations System. RECOMMENDATION: It is recommended that the State Board for Community Colleges approve the enclosed revisions to the VCCS-29, the Original and Continuing Appointments Policy, and updated the language of the Faculty Evaluations policy to better support the full implementation of new Faculty Development and Evaluation System. RESOURCE PERSON: Christopher D. Lee, Ph.D., SPHR Associate Vice Chancellor Human Resource Services 804-819-4685 [email protected]


APPENDIX XXV

TITLE: FACULTY, ADJUNCT AND ADMINISTRATIVE SALARY SCALES, AND PLANNING FOR FISCAL YEAR 2014 (III.F.2.b) BACKGROUND: The VCCS completed a comprehensive review of faculty, administrative, and presidential compensation last year. Though the Governor and General Assembly have authorized a 3% increase in the compensation of faculty personnel, the current salary schedules provide competitive ranges for faculty personnel. The attached salary scales for full-time VCCS faculty and Northern Virginia Community College faculty, and the Chancellor’s management structure remain unchanged. The adjunct faculty salary scale and the Northern Virginia Community College salary scales are likewise the same. Since an average salary increase of 3% has been authorized by the Governor and General Assembly, Colleges are granted the authority to give individual increases on a meritorious basis that range between 2% and 5% for reward and recognition purposes. As with past practice, promotions and internal alignments will be allowed during fiscal year 2014 with each college funding such changes from new or existing resources. However, all changes will be submitted and approved via the normal faculty salary planning process as usual. Alignment and promotion changes for administrative and professional faculty will be considered only if the college ratio of administrative faculty salaries to instructional faculty salaries does not exceed 135%. RATIONALE:

The attached salary ranges remain unchanged. Promotions and alignments are authorized within each college’s ability to fund said changes and support the retention of faculty personnel. Merit increases are proposed for reward and recognition purposes.

RECOMMENDATION: It is recommended that the State Board approve the attached VCCS-18 salary schedule, the Northern Virginia Community College full-time faculty salary schedule, the Chancellor’s Management Structure, and the adjunct faculty salary scale, all of which remain unchanged from the current fiscal year schedule, as well as authorize reward and recognition increases, promotions, and internal alignments that are within VCCS policy for Fiscal Year 2013-2014. RESOURCE PERSONS: Dr. Christopher D. Lee

Associate Vice Chancellor for Human Resource Services System Office

DRAFT Meeting No. 327 May 16th 2013 Page 58 of 58 804-819-4685

APPENDIX XXVI

TITLE: PRESIDENTIAL SALARY SCALE FOR FISCAL YEAR 2013-2014 (III.F.2.c) BACKGROUND: The VCCS completed a comprehensive review of faculty, administrative, and presidential compensation last year. Though the General Assembly has authorized a 3% increase in the compensation of faculty personnel and presidents for fiscal year 2014, the ranges within the current presidential salary scale with associated executive compensation options provide a competitive compensation package for executives within the VCCS. Our past practice is to adjust the salary scale for presidents by the same rate that is proposed for teaching faculty or administrative positions. Therefore, the attached presidential salary scale remains unchanged from the previous fiscal year. As with last year’s approval, it is proposed that the State Board allow a geographical differential in areas of the state where the Commonwealth has allowed a geographical differential or where the State Board has approved a geographical differential. RATIONALE:

This salary scale remains unchanged from the previous year.

RECOMMENDATION: It is recommended that the State Board approve the attached fiscal year 2014 presidential salary scale which remains unchanged from the previous fiscal year. RESOURCE PERSONS: Dr. Christopher D. Lee Associate Vice Chancellor for Human Resource Services System Office 804-819-4685

state board for community colleges meeting no. 327

Documents