2025-2026 MELA Minutes

Dr. Krista LeBrun, MCC, mentioned that the ITS procurement process does include a formal emergency procurement procedure, and since the vast majority of our contractual services go through ITS, we could add a simple statement referencing that process. For example, during COVID, contracts were secured through emergency procurement procedures. In practice, the association would still need to vote, and MAC approval would still be required. Once those approvals are obtained, they could initiate emergency procurement in accordance with ITS standards. They could add a concise statement under the Contractual Services section referencing the availability of emergency procurement procedures through ITS. Michelle Mitchell, PRCC, mentioned that they could add under the contractual services section a statement, and to the PMP. Angel Nickens, NWCC, mentioned that she was referring to the entire PMP where a situation may not be able to follow certain policies exactly as written, for example, proctoring guidelines, if an emergency arises. Buffy Matthew, MGCCC, mentioned that we did follow proctoring guidelines during COVID. She mentioned that they still required proctored exams through SmarterProctoring and Honorlock during that time. She mentioned that we didn’t stray from the PMP. She mentioned that the PMP does not specify how proctoring must be conducted; that decision is left to each institution. Some require in-person proctoring, while others allow virtual options. During COVID, institutions adapted internally, but we did not change the overarching PMP requirements. Because of that flexibility already built into the policy, we likely do not need to add additional emergency language specific to proctoring. Institutions worked together to ensure students and faculty could complete courses. Denise Gillespie, ICC, asked a question regarding the Strategic Plan section, whether the group was actively using or relying on it. She mentioned that the group adheres to the PMP, but does anyone regularly reference the Strategic Plan to guide decisions? Buffy Matthews, MGCCC, stated that if we are purchasing through the MSVCC, the strategic plan needs