MELA Minutes 2022-2023

MELAMinutes 2022-2023 Mississippi Virtual Community College

Mississippi eLearning Association Minutes Wednesday, August 17, 2022 at 9:00 a.m. Virtual Meeting Link: https://us06web.zoom.us/j/86503039817

Zoom Recording: https://mvcc16.instructure.com/courses/444805/pages/mela-meeting- recordings-2022-2023?module_item_id=23714499

College/Association

Representative(s)

Coahoma Community College

Ms. Monica Johnson

Copiah-Lincoln Community College

Dr. Amanda Hood; Ms. Anna Davis

East Central Community College

Ms. Jeri Lynn Parish; Ms. Alicia Beasley

East Mississippi Community College

Ms. Chris Square

Hinds Community College

Ms. Tershuna Bass; Ms. Latoya Clark-Horne

Ms. Tish Stewart; Ms. Nancy Parkerson; Ms. Shalon Farris; Ms. Gina Hartley Ms. Denise Gillespie; Ms. Tequila Sunrise; Ms. Melanie Francis; Ms. Stacey Hughes

Holmes Community College

Itawamba Community College

Jones College

Ms. Ashley Beard

Ms. Holley Purvis; Ms. Erin Richardson; Dr. Kelley Gonzales

Meridian Community College

Mississippi Delta Community College

Ms. Carmen Brown

Mississippi Gulf Coast Community College

Ms. Michelle Pickering; Ms. Buffy Matthews

Northeast Mississippi Community College

Ms. Sabine Zabarovska; Ms. Kim Harris

Northwest Mississippi Community College

Ms. Angel Nickens

Ms. Michele Mitchell; Ms. Christine Davis; Ms. Sonya Hunt

Pearl River Community College

Southwest Mississippi Community College

Dr. Krista Lebrun; Dr. Arianna Stokes; Dr. Christa Wilhite

MS Community College Board

Office

College/Association

Name

President

Pearl River Community College

Ms. Michele Mitchell

Ms. Alicia Beasley

President Elect East Central Community College

Secretary

Itawamba Community College

Ms. Tequila Sunrise

I.

Preliminaries A. Call to Order: Ms. Michele Mitchell, PRCC, 9:01 a.m.

B. Roll Call: Ms. Tequila Sunrise, ICC C. Approval of July 2022 Minutes

1. Motion to approve: Ms. Buffy Matthews, MGCCC 2. Second to approve: Dr. Amanda Hood, Co-Lin 3. Approved Unanimously

D. Approval of August 2022 Agenda

1. Motion to approve: Ms. Buffy Matthews, MGCCC 2. Second to approve: Ms. Chris Square, EMCC 3. Approved Unanimously

II.

New Business

A. MCCB Reports

1. Dr. Krista LeBrun, MCCB 1. RFP Update

Robert our primary contact from ITS has been working with Krista and the SOW (Statement of Work) committee on the development of the scoring rubric to make sure the criteria fit

our needs. The next phase will be going through ITS’s Quality Assurance department. If they have any concerns, it will go back to the SOW committee for modifications. If there are no concerns, it will go public in the next couple of weeks and a formal RFP committee will need to be in place. Dr. Wilhite will send out a Google doc for members to sign-up to serve on the RFP committee. The committee members can be SOW committee members or new individuals. They will receive the binders of information where the vendors respond if they can or cannot comply. They will be required to attend a vendor conference where they can ask questions and watch a demo of the product. Vendors that do not participate in the vendor conference cannot respond to the RFP. It is usually a face-to- face conference in Jackson at the ITS building. A virtual option may be available for extenuating circumstances. The members will need to sign a confidentiality form. Individuals will need to actively participate for the proposed six-month process with 1-2 face-to-face meetings for the vendor conference and to score the vendors. The goal is to make the transition during the spring while we still have tutoring hours available from NetTutor. Eight individuals are needed to participate on the RFP committee. The committee will meet to score the vendors and ITS will tally the score. The weights of the score are 60% for technology and 40% for the cost of the product. 2. Action Items SmarterServices was excluded from the list because we are in the middle of a pilot with them which may change the scope of our renewal with them. Our contract will be expiring with them soon. We will need to decide what type of quote is needed from them at the September MELA meeting. 3. Presidents’ Action Item re: VCC

In 2018/2019 the presidents elected to discontinue the MILD Grant, but they agreed to maintain the $6,000 for the President Elect to use for our Retreat that year. Dr. Krista Lebrun sought counsel with the Chair of the VCC, Dr. Graham, regarding moving forward with authorization for the $6,000 to avoid delays in receiving the money. On Tuesday, August 23, the Presidents will vote on making the $6,000 Retreat budget an ongoing annual service that will no longer need prior authorization. Dr. Lebrun asked the past President Elects if this amount covered the needs of the retreat. They agreed that the cost is more than $6,000 with inflation. The past President Elects (Michele Mitchell and Amanda Hood) will put together a report of past Retreat expenditures to help nail down a figure for a new proposed budget. Amanda Hood, Co-Lin made the motion to ask the Presidents to consider an additional increase to our annual retreat budget based on the past retreat expenditure numbers that she and

Michele Mitchell provide Dr. LeBrun. Seconded: Buffy Matthews, MGCCC Twelve colleges approved the motion. Coahoma and Hinds abstained from the vote. Southwest MS CC was not present. Motion was approved.

2. Dr. Christa Wilhite, MCCB 1. SmarterServices Wishlist

PRCC, Holmes, and ICC wanted a Google doc created to let SmarterServices know how we feel about the products, what is not working and why it needs to be fixed. This is a good time to address these ongoing issues and any issues with the Smarter ID pilot since our contract will be ending soon. We also need to know who we should contact for troubleshooting

each product. The Google doc will be sent out to the group and added to the MELA course for us to fill in before our next MELA meeting. Christa Wilhite will reach out to Sean to schedule a meeting with him after our next MELA meeting to go over our list including our priorities. Buffy Matthews mentioned that we need more individual college control over features in case there are features certain colleges would like to toggle on or off. 2. Professional Licensure Disclosure Forms Update Christa Wilhite is working on making the internal professional licensure disclosure forms (includes notes and documentation) available in the Professional Licensure Disclosure course by early next week. The uniform external disclosure forms are posted on the MCCB website and are available for us to link to that site. 1. Feedback from Summer Growing with Canvas A summer session was offered. 27 enrolled and 12 completed the course. The course will be offered again next summer. 2. How to Access the Academy The MSVCC Academy can be accessed at this link msvcc.catalog.instructure.com This is a support space for faculty and staff that need more professional development training. Contact Arianna Stokes if you see a need for more professional development opportunities. She updates this page about every two weeks. 3. PD Notifications (Mailchimp) Email PD notifications are sent out monthly. If you are not on the Mailchimp and would like to be on the Mailchimp to receive PD notifications email Arianna Stokes.

3. Dr. Arianna Stokes, MCCB

Growing with Canvas is a Canvas starter course to get familiar with Canvas navigation. 4-week course. Course Basics is an instructors basics course on how to design the home page, content, and accessibility. Starting at the end of this month. 3-week course. Digging Deeper covers assessment, measurement, and evaluation. 4. Catalog Needs Update Arianna has received a few requests for Catalog support, but she has not had time to work on those requests. She hopes to be able to follow up with those institutions within the next couple of meetings. Her goal is to visit those institutions. Action Items A. AspirEDU – Dropout Detective Currently 7 schools are supported and AspirEDU will work in the proper credits if we decide on an overall contract. Buffy Matthews, MGCC made the motion to move forward with the

III.

purchase of Dropout Detective. Seconded: Alicia Beasley, Jones

Meridian CC uses another program. Eleven colleges approved the motion. ICC and Meridian abstained. Southwest MS CC was not present. MS Delta CC left meeting early and was not present to vote. Motion was approved.

B. CidiLabs Quote provided includes ReadyGo and DesignPlus. Angel Nickens, NWMSCC has data about how her instructors liked the product and is willing to present on her findings if the group is interested. CidiLabs can be linked to the strategic initiatives for the Quality Committee.

Buffy Matthews, MGCC made the motion to move forward with the purchase of CidiLabs. Seconded: Angel Nickens, NWMSCC Eight colleges approved the motion. Hinds voted no. Holmes, Meridian, Co-Lin, and NEMSCC abstained. Southwest MS CC was not present. MS Delta CC left meeting early and was not present to vote. Motion was approved. The Administration Committee is making the motion to make the following changes to the election procedures. Every college must serve Rotation starting with secretary (to learn about the association): Secretary President-elect President C. Admin Committee Recommendations for Strategic Plan 1. Election Procedure

Officers do not have to be Director of eLearning but should be someone from that college with support from Director. Creates consistency and stability and gives eLearning time to plan. Clause for colleges with eLearning staff of 1 or 2 with a new director: Allow those colleges to skip their rotation for a year. The next year, that school would become Secretary after spending a full year in their existing role at their college. Possibly model verbiage and policy after MACC and/or AOA.

Second to approve: Monica Johnson, Coahoma Approved with 12 votes. None opposed.

Motion passed.

2.

Mission Statement The mission of the MSVCC is to provide access to flexible

instructional offerings for those individuals who choose not to take courses at a physical location on a Mississippi community and junior college campus. Additionally, the mission is to support the community and junior colleges in Mississippi by providing access to instructional technologies and resources for all students and faculty.

Second to approve: Christine Davis, PRCC Approved with 11 votes. None opposed. Motion passed.

3.

Vision Statement The purpose of the strategic plan is to guide the MSVCC in achieving its vision for the current cycle period (usually four years). The vision of the strategic cycle is to provide quality, accessible, and flexible instructional offerings through the utilization of instructional technologies while ensuring integrity, supporting students, and providing resources for faculty success.

Second to approve: Ashley Beard, Jones Approved with 13 votes. None opposed Motion passed.

4.

Rationale Many community college students who meet enrollment requirements for their institution choose not to attend college traditionally for various reasons. The need to provide educational opportunities through flexible instructional offerings continues to rise due to national economic trends and uncontrollable

circumstances. The partnership between the MSVCC and fifteen MS community and junior colleges provides quality online course offerings and services to meet this educational need for students no matter their location. Second to approve: Monica Johnson, Coahoma Approved with 13 votes. None opposed. Motion passed. Strategic Initiatives • Success – Promote opportunities for faculty and student achievement through oversight of MELA Policies and Procedures, Strategic Plan, and Committees. • Quality – Ensure online courses meet academic content and integrity standards, to include innovative instructional design which addresses diverse learning styles. • Support – Recommend methods/modes to support usage or adoption of accessible instructional technologies for students and faculty. Second to approve: Angel Nickens, NWMSCC Approved with 13 votes. None opposed. Motion passed.

5.

6.

MSVCC Goals The goals of the MSVCC are to encourage progress by:

• Promoting opportunities for faculty and student achievement through oversight of MELA Policies and Procedures, Strategic Plan, and Committees (Success) • Ensuring online courses meet academic content and integrity standards, to include innovative instructional design which addresses diverse learning styles (Quality)

• Recommending methods/modes to support usage or adoption of accessible instructional technologies for students and faculty (Support)

Second to approve: Ashley Beard, Jones Approved with 13 votes. None opposed. Motion passed.

7.

Committee Names

Second to approve: Jeri Lynn Parish, East Central Approved with 13 votes. None opposed. Motion passed.

8.

Committee Assignments Committee Members do NOT have to be active in MELA Meetings so long as they are strong in a committee area. (Ex. Instructional designer on Quality Committee) Committee members are not limited to two members per college. Minimum Requirements of Committees: • Meet minimum twice a year (at least once during Spring and once during Fall)

• Committees can meet any time during the semester but are expected to give reports at the November and April MELA meetings. • The Summer retreat is the time to close and add new goals and objectives and present on this information. • Each member of the committee must be an active participant in their committee. • Chairs of committees serve for 2 years. Second to approve: Jeri Lynn Parish, East Central Approved with 12 votes. None opposed. Motion passed. New Committee List Chairs will be nominated in individual committees and then the committee will vote for the Chair. By the next September or October meeting let Michele Mitchell know who the Chair of the Committees will be.

IV.

Open Forum - None

V. Announcements - None VI. Adjournment at 10:24 a.m.

Mississippi eLearning Association Minutes Wednesday, September 14, 2022, at 9:00 a.m. Virtual Meeting Link: https://itsmsgov.zoom.us/j/81839902082?pwd=RW54U FdTMnNzcTgxcUxBTnZrRkN3UT09 Zoom Recording: https://mvcc16.instructure.com/courses/444805/pages/mela-meeting- recordings-2022-2023?module_item_id=23714499

College/Association

Representative(s)

Coahoma Community College

Ms. Monica Johnson

Copiah-Lincoln Community College

Ms. Anna Davis

East Central Community College

Ms. Alicia Beasley

East Mississippi Community College

Ms. Kathrine Puckett; Ms. Latoya Clark- Horne Ms. Tish Stewart; Ms. Nancy Parkerson; Ms. Jena Hartley Ms. Denise Gillespie; Ms. Tequila Sunrise; Ms. Melanie Francis; Ms. Stacey Hughes

Hinds Community College

Holmes Community College

Itawamba Community College

Jones College

Ms. Ashley Beard

Ms. Holley Purvis; Ms. Erin Richardson; Dr. Kelley Gonzales

Meridian Community College

Ms. Carmen Brown; Mr. Jason Zuehlke; Ms. Sara Bucannon Ms. Michelle Pickering; Ms. Buffy Matthews

Mississippi Delta Community College

Mississippi Gulf Coast Community College

Northeast Mississippi Community College

Ms. Sabine Zabarovska; Ms. Kim Harris

Ms. Angel Nickens; Ms. Kim Steinman; Ms. Samantha Latham Ms. Michele Mitchell; Ms. Christine Davis; Ms. Sonya Hunt

Northwest Mississippi Community College

Pearl River Community College

Southwest Mississippi Community College

Ms. Alicia Shows

MS Community College Board

Dr. Krista Lebrun; Dr. Arianna Stokes

Office

College/Association

Name

President

Pearl River Community College

Ms. Michele Mitchell

Ms. Alicia Beasley

President Elect East Central Community College

Secretary

Itawamba Community College

Ms. Tequila Sunrise

I.

Preliminaries A. Call to Order: Ms. Michele Mitchell, PRCC, 9:01 a.m.

B. Roll Call: Ms. Tequila Sunrise, ICC C. Approval of August 2022 Minutes

1. Motion to approve: Ms. Alicia Beasley, ECCC 2. Second to approve: Ms. Kim Steinman, NWCC 3. Approved Unanimously

D. Approval of September 2022 Agenda

1. Motion to approve: Ms. Buffy Matthews, MGCCC 2. Second to approve: Ms. Denise Gillespie, ICC 3. Approved Unanimously

II.

New Business

A. MCCB Reports

1. Dr. Krista LeBrun, MCCB

a. Contractual Services Updates

1. Quotes for FY 2024 Contractual Services Spreadsheet

2. Canvas Quote – Our Instructure contract end date is June 30, 2023, and Dr. Krista Lebrun has been working on behalf of the group to procure a quote. The first quote she received was an $869,102.71 increase from our last contract. She was able to negotiate a second quote that is only a $562,510.10 increase. The total quote of $7,088,317.59 will be spread out over five years. She would like for the group to consider if the Canvas Training Subscription portion of the service is still needed. She will meet with Michael Johnson from Instructure to obtain usage reports and college access of the Training Subscription portion for the group to review prior to the renewal voting in October. Canvas Catalog Payment Portal Instructure will configure the CCP Payment system for colleges who have not yet configured this gateway. Configuration will be limited to the CCP Payment System. The college must provide the following values for configuration to their account manager or support representative. Any troubleshooting required for the configuration of the gateway will require a separate T&M agreement. Configuration of any other payment gateway types will require a separate agreement. Changes to or troubleshooting of CCP Payment System configurations for existing colleges will require a separate agreement. Any configuration updates as a result of CCP Payment System changes will require a separate agreement. The hourly rate is $185.00. Dr. Krista Lebrun is asking for all the schools that plan to implement the payment process to try to provide the parameters for the portal set-up first since the hourly rate is $185.00 for additional support. You will need to provide Ashley Brazil the values above to configure the payment system at no cost. Copy Dr. Lebrun or Dr. Wilhite on the correspondence with Ashley. If your college cannot make the configurations with the parameters above and needs the additional support agreement, contact Dr. Lebrun so she can work on requesting a quote for the additional support during • :merchant_code - required • :merchant_key - required • :api_key - required • :portal_code - required • :base_api_url - required

3.

our contract renewal process. This configuration is time sensitive and must be done as soon as possible.

4. SmarterServices Quote - Our SmarterServices contract end date is March 31, 2023. The renewal quote is $484,900.00 for our current services of SmarterProctor and Registerblast. The breakdown below is for additional services. • Per session, per user: 20% discount Automated - $4.00, 20% discount Hybrid - $4.00 Live, online 30 min-$12.00, 60 min-$15.00, 90 min-$22.00, 120 min-$25.00 SmarterID - 50% discount per student - $5.00 The colleges that piloted any of the additional services were asked to update the group on their experiences. MS Delta and East Central wanted to pilot SmarterID, but SmarterServices was unable to Central also wanted to pilot the Hybrid portion but had the same experience of SmarterServices not being able to make the product work in their classes in a reasonable time. ICC was interested in pilots. They asked for examples of the products working successfully several times, but SmarterServices failed to deliver examples. This coupled with the fact that the products do not work on phones or in the Canvas app and allow the students to bypass the security measures caused them to decide against a pilot. ICC was also concerned about another 3 rd party system having access to student data. Ms. Buffy Matthews, MGCCC made the motion to approve the SmarterServices quote for our current services of SmarterProctor and Registerblast with no additional services. Seconded: Ms. Alicia Beasley, ECCC None opposed. Motion was approved. committee is now full. The RFP should go public in the next few weeks and the committee will receive confidentiality letters to sign. 6. MILD Grant Update – The presidents approved an increase in the Retreat funds. The President Elect will now receive $8,000 to fund the Retreat. A make the product work in their classes in a reasonable time frame for the semester. East 5. Remaining Tutoring Hours: 9,738.98 – The RFP

detailed spreadsheet of the expenditures is required for documentation. 7. Annual Report – Dr. Lebrun asked the group if there was still an interest in receiving an Annual Report and if so, what items are most important to condense the report specifically for this group. The group would like a report that includes usage reports of our different products, including a usage report of the MELO resources and any other

resources that falls within our budget, and a budget total. Dr. Lebrun will work on providing that report to the group. 2. Dr. Christa Wilhite, MCCB – Dr. Krista Lebrun presenting in Dr. Christa Wilhite’s absence a. SmarterServices WishList Reminder – Continue adding items to the Wishlist and rank in order of most importance. Make sure to add Registerblast items, as well, with rankings to the spreadsheet. There was discussion about the breakdown in communication between the two companies and the lack of representation from the Registerblast side on vendor calls. Since our contract is with SmarterServices for both companies they should be the ones communicating issues with Registerblast. Dr. Lebrun said she will bring that to Sean’s attention while discussing the contract renewal. b. Admin Webinar Priority - Course Evaluations or Faculty Credentialing? – Email Dr. Christa Wilhite if you are interested in either or both topics to become a webinar open forum sharing circle for admins. c. Quality Letter Reminder and Quality Letter Contacts – Quality Letters are open in the course. Check that the Quality Letter Contacts are up to date.

3. Dr. Arianna Stokes, MCCB

a. Professional Licensure session – This session is available September 15, 2022, at 9 a.m. and will be recorded. 1. Inquiry Opportunity 2. Feedback for Institutional Practices b. Upcoming Academy Courses and Webinars – Growing and Digging is offered every month. October registration is now open for courses. Objectives and Assessments is available September 26, 2022.

c. Catalog Crash Course Meeting – Dr. Stokes plans to reach out to those interested in a crash course on Catalog with a date and time to meet in Jackson.

Action Items A. Committee Chairs – The Quality committee needs to nominate an individual to be the Chair of the committee and notify Ms. Michele Mitchell who the new Chair is before October. The new Chairs will need to present an update report for their committee at the November meeting. A. Microsoft Teams- Dr. Krista LeBrun, MCCB – Dr. Lebrun is reaching out for help in learning more about Microsoft Teams from any advanced user. Ms. Erin Richardson, Meridian volunteered to help. Different colleges discussed their experiences using Microsoft Teams and Webex. B. In-Person Meeting- Ms. Michele Mitchell, PRCC asked if there were any oppositions to holding an in-person meeting either in November or spring. None opposed. C. Looking for Microsoft Power Automate experts/knowledge – Ms. Erin Richardson, MeridianCC - She is looking for an expert to help their college beyond the support documents and YouTube videos they have at their disposal. There were no Microsoft Power Automate experts in the meeting today, but if anyone knows someone with knowledge of Automate, contact Ms. Erin Richardson, MeridianCC. D. Do we have an update on Canvas Catalog payment option setup? – Ms. Angel Nickens, NWCC - This was covered earlier in Dr. Lebrun’s report. She brought up the Yuja Panorama demo and several were interested in the product. She said that CidiLabs has a similar product called UDOIT that might be of interest to us since we have approved a contract with CidiLabs for their ReadyGo and DesignPlus products. Dr. Lebrun will request a demo from CidiLabs and quotes from both Yuja and CidiLabs.

III.

IV.

Open Forum

V.

Announcements A. Next meeting – October 12, 2022

VI. Adjournment at 10:00 a.m.

Mississippi eLearning Association Minutes Wednesday, October 12, 2022 at 9:00 a.m. Virtual Meeting Link: https://itsmsgov.zoom.us/j/87934425890 Zoom Recording: https://mvcc16.instructure.com/courses/444805/pages/mela-meeting- recordings-2022-2023?module_item_id=23714499

College/Association

Representative(s)

Coahoma Community College

Ms. Monica Johnson

Copiah-Lincoln Community College

Dr. Amanda Hood

East Central Community College

Ms. Alicia Beasley

East Mississippi Community College

Ms. Chris Square

Ms. Kathrine Puckett; Ms. Latoya Clark- Horne

Hinds Community College

Holmes Community College

Ms. Tish Stewart

Ms. Denise Gillespie; Ms. Tequila Sunrise

Itawamba Community College

Jones College

Ms. Ashley Beard

Ms. Holley Purvis; Ms. Erin Richardson; Dr. Kelley Gonzales

Meridian Community College

Mississippi Delta Community College

Ms. Carmen Brown

Mississippi Gulf Coast Community College

Ms. Michelle Pickering; Ms. Buffy Matthews

Northeast Mississippi Community College

Ms. Sabine Zabarovska; Ms. Kim Harris

Northwest Mississippi Community College

Ms. Angel Nickens; Ms. Samantha Latham

Ms. Michele Mitchell; Ms. Christine Davis; Ms. Sonya Hunt

Pearl River Community College

Southwest Mississippi Community College

Dr. Krista Lebrun; Dr. Arianna Stokes; Dr. Christa Wilhite

MS Community College Board

Office

College/Association

Name

President

Pearl River Community College

Ms. Michele Mitchell

Ms. Alicia Beasley

President Elect East Central Community College

Secretary

Itawamba Community College

Ms. Tequila Sunrise

I.

Preliminaries A. Call to Order: Ms. Michele Mitchell, PRCC, 9:01 a.m. B. Roll Call: Ms. Tequila Sunrise, ICC C. Approval of September 2022 Minutes

1. Motion to approve: Ms. Buffy Matthews, MGCCC 2. Second to approve: Ms. Denise Gillespie, ICC 3. Approved Unanimously

D. Approval of October 2022 Agenda

1. Motion to approve: Ms. Alicia Beasley, ECCC 2. Second to approve: Ms. Chris Square, EMCC 3. Approved Unanimously

II.

New Business

A. MCCB Reports

1. Dr. Krista LeBrun, MCCB a. Updates from September MACC Meeting – There was some talk amongst the presidents about allocating some of the EdTech funds to help eLearning renew our services and adopt new services. The presidents approved a $300,000 increase to

our budget using EdTech appropriations and approved the requested renewals and new procurements of CidiLabs and AspirEdu. Krista Lebrun did not realize they would move forward with the approval at this meeting. She realizes we had not formally voted on the Canvas renewal because of the training portion and that we were still looking at UDOIT from CidiLabs. She has not formally begun the process of putting anything into the ITS portal because she wanted us to be aware of the approval vote by the presidents first. She reached out to AspirEdu about credits for some colleges that already have individual contracts. She also moved forward with adding the Instructure contract to the queue since it is a large contract that requires a business case. All services adopted will start July 1, 2023, except SmarterServices which will start April 1, 2023. SmarterServices understands that we as the consortium are not adopting the add-on student pay products, but they are still willing to give any interested colleges a discount on those products and will add that verbiage into the written consortium contract. Krista is waiting on SmarterServices to provide sole-source documentation to finalize the contract. The AspirEdu quote was for a minimum of 50,000 students and Krista wanted to know what happens if we exceed the 50,000 students. AspirEdu has agreed to cap Dropout Detective at 60,000 students. The contract will state that they will bill us for any actual usage over the 50,000 up to the 60,000 cap. They may re-evaluate the cap at a later date since many of the colleges use it for all courses and are not restricting it to online. It was asked if AspirEdu integrates with Banner. Krista will ask about a possible integration with Banner. b. RFP Updates – The online tutoring RFP No. 4457 is now public. Robert Martinez sent out the confidentiality

agreement forms to the committee members. None of the college committee members received the form. Krista Lebrun will reach out to Robert Martinez to resend the forms. The vendor conference call will be October 18 at 3:00 p.m. The deadline for vendor’s written questions will be October 25. The deadline for ITS to answer and post those questions will be November 8. Then we will go into receiving proposals, viewing demonstrations, and contract negotiations. A solution should be decided by spring with implementation over the summer. c. Annual Report - She is working on some vendor usage reports for the annual report. 2. Dr. Christa Wilhite, MCCB a. Quality Letters Reminder – Quality letters are due at the end of the month. b. Canvas Training Portal Update – At this time the only access point to the Canvas Training portal is through the MCCB instance of Canvas. Two people per college can be added to this Google document and Christa will make sure they can access the training portal. In July, the renewal contract will grant all users access from their individual Canvas instance. c. Accessibility Tools – Christa shared a comparison document of the Canvas Accessibility Checker, UDOIT, and Yuja Panorama. Several colleges discussed the differences between UDOIT and Yuja Panorama. A one year and three-year quote for UDOIT was emailed to the group. A request for a Yuja Panorama quote was made to better be able to compare the services along with the cost. We will need to decide on whether to add UDOIT to the CidiLabs contract before it can be added to the ITS portal.

d. TurnItIn Apps – We have both the Canvas Plagiarism Framework and LTI 1.1. Christa created a document

comparing the two to help distinguish which would be needed for certain circumstances. Some colleges are having issues. MCC is having issues with paper formatting being lost when uploaded. e. Academic Integrity Course Update - Christa Wilhite shared a mockup of the Academic Integrity course she is working on and asked the group if the direction is beneficial and for input on additional needs for the course. Carmen Brown, MDCC made the request for a testimonial from a student that has cheated and suffered the consequences to speak out about the reasons not to cheat. Also, information on virtual testing was requested from Tish Stewart, Holmes CC. Christa said she would work on receiving a written testimonial and adding the virtual proctoring component to potentially have the course available to the group in the spring. 3. Dr. Arianna Stokes, MCCB a. Upcoming PD (October '22) – Bi-weekly emails were sent out detailing upcoming PD. There will be three webinars in October: Feedback That’s Fetch, Digitally Accessible, and RSI and Discussions Part 2. Also, Growing and Digging will be offered for the last time this semester. b. Digitally Accessible - This webinar is being facilitated by Jennifer Lewis and Randy Stogner and gives an overview of the laws requiring accessible content across formats. Randy has special needs and can give his perspective on accessibility needs. c. Catalog Crash Course Training – A PDF with a link requesting more information was sent out to those wanting the Catalog crash course training. d. PD Suggestions – If anyone has any ideas or suggestions for future PD sessions, please send them to Arianna.

III.

Action Items

A. Canvas Renewal Vote Buffy Matthews, MGCCC made the motion to move forward with renewing

the Canvas contract for the next five years. Seconded: Latoya Clark-Horne, Hinds CC

Buffy Matthews, MGCCC did mention that she was unsure of how beneficial the training portion of the renewal would be for our group. After some discussion, Krista Lebrun said that she could start the paperwork on the renewal and give us one month to gain access to the training and determine whether we see a benefit in it. The motion carried to renew Canvas. A formal vote will be held at the November meeting after the colleges have a chance to look over the training portion to decide if it can be dropped from the renewal contract. Open Forum A. Inclusive Access fees for Student with Cengage Unlimited - Carmen Brown, MDCC posed the question, “Is there a way not to be assessed for those fees?” There was some discussion about how some colleges do not list Cengage courses in the ET. It was thought that Southwest CC does list them in the ET, but Alicia Shows was not present in the meeting to discuss. Krista Lebrun explained that the issue is that within the ET right now if you are the institution offering the course you are supposed to get the $25 per credit hour so if a Cengage Unlimited college enrolled a student into a course at a different Cengage Unlimited college the student would be double charged. Right now, the ET is not designed to remove those students. It would be a manual process. We do have a consultant that could program the ET to handle it, but as a consortium we need to decide how we want to handle it. Michele Mitchell stated that we should discuss this in person to decide what type of process needs to be put in place for this and moved to add it to the November agenda.

IV.

V.

Announcements

A. Next meeting – November 9 at 10:00 a.m. at the MCCB. There will be a short business meeting and then the committees will meet to update the strategic plan. The Admin committee will meet in the next couple of weeks to update the Policy and Procedures manual.

VI. Adjournment at 10:16 a.m.

Mississippi eLearning Association Minutes Wednesday, November 9, 2022 at 10:00 a.m. Face-to-Face Meeting Location: MCCB 5 th Floor Conference Room

College/Association

Representative(s)

Coahoma Community College

Ms. Monica Johnson; Ms. Tolernisa Butler

Copiah-Lincoln Community College

Dr. Amanda Hood; Ms. Anna Davis

Ms. Alicia Beasley; Ms. Kellie Penson; Ms. Jeri Lynn Parish

East Central Community College

East Mississippi Community College

Ms. Kathrine Puckett; Ms. Latoya Clark- Horne; Ms. Tershuna Bass Ms. Tish Stewart; Ms. Nancy Parkerson

Hinds Community College

Holmes Community College

Ms. Denise Gillespie

Itawamba Community College

Jones College

Mr. Jason Cooley

Ms. Erin Richardson; Dr. Kelley Gonzales

Meridian Community College

Mississippi Delta Community College

Ms. Carmen Brown; Mr. Jason Zuehlke

Mississippi Gulf Coast Community College

Northeast Mississippi Community College

Ms. Sabine Zabarovska; Ms. Kim Harris

Northwest Mississippi Community College

Ms. Angel Nickens; Ms. Kim Steinman

Pearl River Community College

Ms. Michele Mitchell; Ms. Christine Davis;

Southwest Mississippi Community College

Dr. Krista LeBrun; Dr. Arianna Stokes; Dr. Christa Wilhite

MS Community College Board

Office

College/Association

Name

President

Pearl River Community College

Ms. Michele Mitchell

Ms. Alicia Beasley

President Elect East Central Community College

Secretary

Itawamba Community College

Ms. Tequila Sunrise

I.

Preliminaries A. Call to Order: Ms. Michele Mitchell, PRCC, 10:00 a.m.

B. Roll Call: No roll call – sign-in sheet C. Approval of October 2022 Minutes

1. Motion to approve: Dr. Amanda Hood, CLCC 2. Second to approve: Ms. Monica Johnson, CCC 3. Approved Unanimously

D. Approval of November 2022 Agenda

1. Motion to approve: Ms. Kim Harris, NEMCC 2. Second to approve: Ms. Angel Nichols, NWMCC 3. Approved Unanimously

II.

New Business

A. MCCB Reports

1. Dr. Krista LeBrun, MCCB a. 2022 Annual Report – Dr. LeBrun passed out the 2022 Annual Report and gave a quick review of the handout. She asked for revisions or suggestions for next year. There will be a full version added to the Canvas course, plus electronic version of

a condensed one. The goal is to have future reports ready by each October meeting. b. Procurement Updates: 1. Renewal: Instructure – (2% increase) To renew with training component, it will cost approximately $4,000 more. Wilhite said 2 users per college should have training access, some have access and some still do not. Go to MCCB Canvas, then Help then Training Services portal to access Canvas Training. If the service renews, it will be in each college’s own instance. New model will be available to all users in their college instance. Renewal to ITS has been turned in for Canvas contract, and training part can be added later. Training portion will be sent out for electronic vote in December. There are no usage reports, but they can be pulled locally in the future. Ms. Angel Nickens asked if we can pull out what is needed for our individual institutions and Dr. Wilhite said she would check. 2. Renewal: SmarterServices – Voted to keep SmarterServices and RegisterBlast, no appetite to exclusively use SS hybrid or remote proctoring services due to pilots not working. Discounts are available if you do want to use . We are experiencing friction / browser issues between SmarterProctoring and ProctorU (Measure Learning). We are not sure what this means for the partnership. Since SS has created virtual proctor options, the issue with ProctorU may be why SS

continues to want us to use their products. Dr. Lebrun explained to Julie that the pilot projects did not work, and the group cannot move forward with products that do not work.

3. New Procurement: AspirEDU - New contract will go into effect July 1, 2023. Can be used for traditional or online, but overall statewide contract is capped at 60,000 student users (50,000 on paper but we can go up to 60,000 without any issue). If we go above this number, they will likely want to amend the contract. 4. New Procurement: CidiLabs – The consortium agreed to move forward with CidiLabs DesignPlus and ReadyGo which had already been approved by the presidents. The group will have to discuss whether UDoIt needs to be added by the January meeting. This prompted discussion regarding UDoIt and Panorama. The issue is comparing the function and cost differences between UDoIt and Panorama. Dr. LeBrun intends to submit CidiLabs as a sole source procurement and could bundle the three services under one contract if the group voted to adopt UDoIt. Minimum 6 months to establish contract if Panorama is chosen. Panorama provides more functionality but costs much more. People were asking for a pilot of Panorama if possible. 5. RFP: Online Tutoring – Vendor questions have been published. Potential vendors must submit by November 15, 2022. Need to be reviewed by December 15, 2022. Should have contract in place by FY23. Approximately ten vendors participated in the mandatory vendor conference calls. Participation in the conference call was required in order to be eligible to submit a proposal. 6. Link-Systems Balance: 7,973.089 (as of end of September 2022) We could run out before end of year. People can run local usage reports or contact Dr. LeBrun for reports. c. Upcoming MACC meetings – They do not meet in December. 1. November 29, 2022

2. January 24, 2023 2. Dr. Christa Wilhite, MCCB

a. Onboarding 2.0 virtual proctoring – SmarterServices is upgrading the students' onboarding process for virtual proctoring. Onboarding 2.0 should be in place for each college by January 2023. Sean Doty will be contacting each college regarding the upgrade, which will be pushed automatically. The colleges should not have to do anything on their side of the system. A tutorial video for students is available, if needed. b. ET Support Update– MCCB is under a subcontract with Ive to support anything existing prior to his departure. Anything new, goes to a different sub-contract person. Currently, there is an average response time of 12–48 business hours. Ms. Michele Mitchell asked if there is a replacement for the ET. Dr. LeBrun said she was aware of one other option, Quottly, due to discussions with the California Virtual College. Quottly appears to be designed for student self-registration. California and several other states share classes with cross LMS and SIS info. It is visually appealing, but no idea of the cost. Consortium agreed that other options for the ET need to be considered and causes for future discussions. Dr. LeBrun agreed to contact Quottly to discuss a demo. c. RSI Webinar Series – How are you defining direct instruction, and the answer from Department of Education is saying direct live, synchronous instruction. Very robust videos are expected, not quizzes and instructors not participating in course. They are looking for lectures as one of the 2 of 5 criteria options. 50% of instruction should meet RSI standards. Dr. LeBrun – policy meeting – professional licensure – RSI, reciprocity, accessible instructional materials

AIM HIGH Act, distance education definitions – MCCB will keep us updated. 3. Dr. Arianna Stokes, MCCB a. Fall 2022 Academy Deadlines –December 9 Academy closes. b. TII Webinars – Turnitin wants to do regular sessions. c. Spring 2023 Academy Opening – January 9 the Academy will re-open. d. Digging Deeper will be offered monthly but needs 10 students to make. Dr. Stokes has spring academy calendar created. RSI

series will continue. Course Development Program will be finalized soon for Spring. Webinars will be planned as the semester goes.

III.

Old Business A. Canvas with or without training - Training portion will be sent out for electronic vote in December. B. Cengage Unlimited - Opt-out option- Ms. Carmen Brown, MDCC 1. Carmen is concerned about her students having to be charged more for Cengage Unlimited since they are setup to pay the Cengage Unlimited fee and then they are being assessed for the pulled-in courses that also use Cengage Unlimited. Dr. Amanda Hood, (CLCC) suggests that if you have Cengage unlimited, do not mark as IA so there’s no assessment between the colleges but the students are required to purchase it through the class if they don’t already have Cengage Unlimited. 2. An IA resolution committee has been created to further discuss this since every college seems to have a different agreement with Cengage. The following members volunteered to be on the committee: Ms. Carmen Brown (MDCC), Ms. Katherine Puckett (Hinds), Ms. Amanda Hood (CLCC), Ms. Alicia Beasley (ECCC), Ms. Michele Mitchell (PRCC), and Ms. Sabine Zabarovska (NEMCC). MCCB representative: Dr. Krista LeBrun Action Items A. 2024-2025 Calendar Review and Vote in January - 2024-2025 calendar has been completed. Everyone needs to look at it and send changes once Ms. Michelle Mitchell sends it out by email. The consortium

IV.

will vote on the calendar at the January MELA meeting. Then it will be sent to the AOA for their February meeting. Policy & Procedure manual may need to be updated because there is verbiage about calendar calculations and percentages. B. Update Contact List – Everyone check contact list and update. C. Policy and Procedures Manual Revisions (need vote) – The Administration Committee met and edited the P&P manual for the consortium to review. During the meeting the association went through the changes and other changes were made based on the discussions. Dr. Lebrun made note of the changes on the P&P Manual Revisions November 2022 document. Attached are the changes. 1. Proctoring center section- all colleges need to review and provide suggestions 2. Removal of athletic statement and should be at the institution level 3. Removed language about marketing through MSVCC 4. Take out DOB and signature () statement for MSVCC attendance. 5. Textbook section- needs to be reviewed by the bookstore managers at each institution and the group will need to suggest changes to this section. 6. Bylaws • Change MSVCC eLearning Association to Mississippi eLearning Association 7. Appointment of Officers

• Tish explained the officer assignments and provided a spreadsheet by email/ELC Zoom chat of the rotation schedule for the colleges. • The whole point is that every college needs to serve • Appointed instead of nominated and voted • Committees section: a. Remove MCCB staff members and table was updated b. Expectations for MELA committees/committee members will be added to the P&P. • Delete(?) the MSVCC Hosted Course Evaluation section- use as an example? Recommended? • Proctoring standards? The group suggested that we change to recommended standards instead of an evaluation. The current standards need to be reviewed and changed.

8. Changes in Appendix

9. Specific request: Work on the CELO description and proctoring standards evaluation. Need new proctoring evaluation form. Section concerning physical textbooks needs revising, and everyone should take it to their bookstore manager for assistance. **Course evaluation form needs to be reviewed and renamed. People can use a local form if they want, but this one will be provided as an option. The process is important for SACSCOC but not the specific form. Maybe change name to Provider Course Review. Recommended standards for proctoring labs needs to be edited, not really a form to sign every year but something to set quality standards for testing labs. D. Committee Meetings and Strategic Planning Document Update - Michele discussed the committee expectations which will now be added to the P&P manual. The committees met and discussed the last documented strategic goals and objectives for the committees. Changes were made on the Strategic Planning Committees Worksheet by the committee chairs. Open Forum A. Future of the Enrollment Tool and the role Ive held – Michele Mitchell, PRCC 1. Consortium agreed that other options for the ET need to be considered and causes for future discussions. B. Possible cheating. Student may have contracted with someone in Kenya to submit her assignments. IP address in Canvas does show Kenya. Has anyone else encountered something like this? Angel Nickens/Kim Steinman, NWCC - Kenya IPs, pay to do student’s work companies, cheating issues. 1. “Tutors” cheating for other students

V.

• Cheating roundtable discussion and have institutions provide their academic dishonesty policy and procedures. • Questions that were asked, but no answers: a. Can we restrict IP addresses from certain countries? Can we ask Canvas to create a geocaching limit to exclude international IPs but have a way to unblock approved. Need to have clause about VPN and not being allowed to use when accessing Canvas. b. Single sign-on can possibly block?

C. Host Students Proctoring Options – Denise Gillespie, ICC – The group decided as a temporary fix to add a course note in ET if your online classes do not allow virtual proctoring. A further discussion will need to be done as to whether a feature in the Enrollment Tool needs to be added to indicate no virtual proctoring allowed. Announcements A. Next meeting – There will be no December MELA meeting. An email will be sent in December to vote on whether the group wants to include the training portal in the Canvas contract. The next MELA meeting will be online for January 11.

VI.

B. Motion to adjourn: Dr. Amanda Hood, CLCC C. Second to adjourn: Ms. Kim Harris, NEMCC

Adjournment at 2:07 p.m.

Committee Break-outs at the End of Meeting. Support and Quality to break out and talk about strategic planning.

P&P Manual Revisions November 2022 • Red-delete text • Underlined-new text • Highlighted-language needs to be finalized.

1. Formatting:

a. Update Cover Page b. Add Revision Date of November 2022

c. Update Approval Dates upon Approval by the various associations d. Update Table of Contents once revisions are finalized by the eLearning Association e. Removed all section breaks and added page numbers for review purposes. Will update page numbers on final version. 2. Page 5. Section 1.2 MSVCC Goals. Revise MSVCC Goals: a. Old Goals: i. Promote opportunities for student achievement ii. Provide an innovative, high-quality learning experience iii. Deliver exemplary administrative, instructional, and student support services iv. Initiate opportunities for growth and extended education outreach b. Recommended Goals: The goals of the MSVCC are to encourage progress by: i. Promoting opportunities for faculty and student achievement through oversight of MELA Policies and Procedures, Strategic Plan, and Committees (Success) ii. Ensuring online courses meet academic content and integrity standards, to include innovative instructional design which addresses diverse learning styles (Quality) iii. Recommending methods/modes to support usage or adoption of accessible instructional technologies for students and faculty (Support) 3. Page 6. Delete Sections 1.4-1.6 4. Page 8. Section 2.2 Correct policy 9.2 to 8.2 to reflect correct policy number in the MCCB Policies and Procedures Manual. 5. Page 8. Add comma after Standards for Quality and Accountability, 6. Page 9. Item 2. Delete Effective July 1, 2018, Delete the word cent. Delete the sentence, “This is a change from the former funding formula which assessed a 12.00 dollar per MSVCC course enrollment fee.”