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

Mississippi eLearning Association Minutes Wednesday, March 1, 2023, at 9:00 a.m. Virtual Meeting Link: https://itsmsgov.zoom.us/j/89470596423 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. Katherine Puckett; Ms. Latoya Clark- Horne; Ms. Jennifer James Ms. Tish Stewart; Ms. Nancy Parkerson Ms. Denise Gillespie; Ms. Tequila Sunrise; Ms. Melanie Francis; Ms. Stacey Hughes Ms. Holley Purvis; Ms. Erin Richardson; Dr. Kelley Gonzales Ms. Carmen Brown; Mr. Jason Zuehlke; Ms. Sara Bucannon Ms. Michelle Pickering; Ms. Buffy Matthews Mr. Jason Cooley

Hinds Community College

Holmes Community College

Itawamba Community College

Jones College

Meridian Community College

Mississippi Delta Community College

Mississippi Gulf Coast Community College

Northeast Mississippi Community College

Ms. Sabine Zabarovska; Ms. Kim Harris

Northwest Mississippi Community College

Ms. Kim Steinman; Ms. Samantha Latham

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

Pearl River Community College

Southwest Mississippi Community College

Ms. Alicia Shows

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 9:02 a.m. B. Roll Call: Ms. Tequila Sunrise, ICC C. Approval of February 8, 2023, Minutes

1. Motion to approve: Ms. Jennifer James, HINDS 2. Second to approve: Ms. Buffy Matthews, MGCCC 3. Approved

D. Approval of March 1, 2023, Agenda

1. Motion to approve: Ms. Alicia Beasley, ECCC 2. Second to approve: Ms. Jennifer James, HINDS 3. Approved

II.

New Business

A. MCCB Reports

1. Dr. Krista LeBrun, MCCB

a. Contractual Services Updates 1. AspirEDU – The documentation will go before the MCC Board on March 17. It should be approved and be on schedule to execute the contract for July 1.

2. SmarterServices – The documentation from ITS may not be ready by the March 17 Board meeting and a special session may need to be called for its approval. Our contract expires March 31, but Dr. LeBrun is confident they will not turn off our services if we do not meet the deadline. 3. Instructure - It may be April before the ITS documentation is ready to go before the MCC Board. It should be approved and be on schedule to execute the contract for July 1. 4. CidiLabs a. TidyUp - The inclusion of TidyUp was approved for one-year at $8,755 which increased the overall cost of CidiLabs year one contract to $62,251. Dr. LeBrun also mentioned that we may be interested in pursuing a one-year TidyUp contract each time our Instructure contract is renewed (every 5 years) to clean up erroneous documents if Instructure has not created a feature by that time. ITS is reviewing it to determine if it could be sole source or will need to go through RFP. The contract may not be ready to be executed by July 1. 5. YuJa Panorama – There were no objections at the MACC meeting to adopting an accessibility product, however due to the substantial price differences in UDOIT and YuJa Panorama the presidents asked for a comparison table of UDOIT, YuJa Panorama, and other accessibility products to justify the price differences. They also want ADA offices involved in the discussions. They want the table to be very specific about what ADA issues the products will address. They would like to review the comparison table during their March 28 meeting. Dr.

Christa Wilhite (MCCB) started a comparison table and will give it to the Support committee to help guide them in their research. The Support committee should use an FTE at around 60,000 to get a consortium quote for the different products. A potential concern is whether the CidiLabs products that we are currently procuring will work with another accessibility product. Dr. Christa Wilhite (MCCB) will ask CidiLabs if we can have a temporary integration to test CidiLabs with Panorama. If after the comparison table is created, we decide another vendor would be preferable, we will need to have a vote. If Panorama is still the preferred vendor, no additional vote is needed. The deadline for the comparison table for the MACC agenda is March 21. The Admin committee would like to meet with the Support committee on March 20 to go over their findings before it is added to the MACC agenda. 6. RFP – The RFP committee is in a holding pattern with the RFP, but we are still on schedule to have a contract by July 1. 7. Link-Systems – The presidents approved the amendment of our current Link-Systems contract to add an additional 5,000 hours to get us through the RFP process. See “*February 21, 2023, email correspondence notes” at the end of the minutes for details and the consortium vote for the additional hours. b. MACC Meeting Update – There was discussion among the presidents about the removal of incentive funding from the MSVCC formula and adding it back into the funding to increase the overall FTE. This would remove the .25/.75 incentive from the host/provider model of the formula. They asked to have the numbers run on specific scenarios to make a

more informed vote. They plan to vote electronically once they receive the numbers later today. Due to timing, if approved it would not go into effect until July 1, 2024, with a hold harmless for one year until it goes into effect in 2024. They still intend to share students and have inclusive access. c. Third Party Servicers and Online Program Management – The Department of Education recently released a new regulation about software products and services linked to Title IV funding. They have broadened their reach and scope of what a Third-Party Servicer (TPS) and online program management is and their contracts. The contracts from vendors must be in the United States. All our vendors are within the United States currently. The American Council on Education wrote another letter stating that based on their review, institutions that provide courses and instruction to another institution as part of a consortium would be considered as a TPS. Dr. LeBrun has attended several meetings, read many articles, and is reaching out to senior leadership and legal for advice to aid her in determining whether the MSVCC is considered a TPS in accordance with the Department of Education. If we are considered as a TPS, we would have to register as a TPS, and be federally audited annually. She will send us an email with some resources and links to listening sessions and house the resources in the MELA course. d. IA Assessment Update – Ive has worked on it. Dr. LeBrun has a master report now and will send us a draft next week to confirm all issues have been resolved. 2. Dr. Christa Wilhite, MCCB a. TurnItIn Draft Coach Integration – Dr. Arianna Stokes (MCCB) hosted a training with TurnItIn last month and during this training they showed TurnItIn Draft Coach and its functionality. This integration is part of our contract. This is basically an extension that

goes into your Google Docs or the online version of Office 365 to help coach students while they are writing and give them some originality information before they submit their assignments. b. ET Feature Request Update (Grade Change Notifications) – Dr. ChristaWilhite (MCCB) spoke with Ive regarding the feature request. He said it would take him 53 hours to develop, test, and implement. It would require an additional process like a window service to run in the background to monitor grade changes and it would then have to trigger a report to send out the notification. Since that would require about a quarter of his entire contract hours, the question was posed is the change critical. Ive does not have the hours available during this fiscal year to complete the task. The earliest he could begin work would be July 1. If it is determined to be critical, the board will allocate those hours for fiscal year 2024 for that update. Ms. Kim Harris (NEMCC) asked if it can be programmed in a different way since it time stamps when the grade is submitted. Could a column for first submissions with a date and a column for an additional submission with a date be programmed instead of a notification. Would that require less programming hours? Dr. ChristaWilhite (MCCB) will ask Ive and report back to the group for more discussion. There was some brief discussion about whether we should explore a 3 rd party product to replace the Enrollment Tool, but it was tabled since it depends on howmuch we will be using the Enrollment Tool moving forward if our sharing is reduced due to no longer having incentive funding. A Canvas Consortium call is scheduled for 12:30 p.m. today. No agenda was given in advance, but there was a request on the update of the discussions redesign to see the features that will come with it.

3. Dr. Arianna Stokes, MCCB a. MSVCC Academy

1. Growing with Canvas starts March 6 – There is still time to enroll in this training up until close of business on March 6. 2. No Digging for March – Digging Deeper will not be offered in March but will be offered in April. 3. Interactions starts March 6 – Ms. Alicia Beasley (ECCC) will be teaching this session. There is still time to enroll in this training up until close of business on March 6. b. Upcoming 1. SmarterServices Faculty Experience Training – March 21 or March 23 - The SmarterServices Faculty Experience training will be offered in the Academy for anyone with institution-based emails either on March 21 or March 23. Sean will confirm which date fits his schedule best this week. 2. Spring 2023 Calendar - This is a link for the Spring 2023 calendar. 4. Ms. Katherine Puckett, HINDS a. MSVCC withdraw date – Ms. Jennifer James (HINDS) and Ms. Katherine Puckett (HINDS) asked if there was a policy for the start date of withdrawals. After discussion, it was determined that a policy is not in place for the start date of withdrawals. Each college can set their own withdrawal start date. The withdrawal end date should fall at the 75% mark. 5. Support Committee Update – Ms. Latoya Clark-Horne (HINDS) presented for the Support committee. The committee met to define their goals and objectives and discovered that they had a lot of overlap with the Quality committee. Their sub-committee will develop a survey to send out and gather data. They will meet during CFTTC to review accessibility tools and compose a spreadsheet for the next MACC meeting. They would like to propose that a form be created so eLearning departments can

report a running list of issues for each of our current vendor products. That way they can track the common issues and make the vendors aware of those issues. Dr. Christa Wilhite (MCCB) already keeps a running Help Desk record of issues that she is made aware of by institutions. Ms. Latoya Clark-Horn (HINDS) asked if we have a master vendor contact list. Dr. Krista LeBrun (MCCB) confirmed we have one in the MELA course, but that it needs to be updated and she put it on her To Do List. The Admin committee will be asking each committee for their strategic planning goals and objectives to add to one document. Each committee can send the information to Ms. Michele Mitchell (PRCC).

III. IV.

Old Business

Action Items A. MSVCC Policy and Procedures Vote in April – Everyone should look over the document and let Dr. Krista LeBrun (MCCB) know of any grammatical or typo errors. V. Open Forum A. Proctor Contact Info during CFTTC – Ms. Tish Stewart (HOLMES) asked everyone to update their proctor information to someone that will be able to handle calls/emails if their normal proctor contact will be at CFTTC. Announcements A. MELA April meeting - Ms. Michele Mitchell (PRCC) asked if we would like to have a face-to-face meeting in April or continue virtually if our agenda seems to be small. It was agreed that our April 12 meeting will be held virtually. B. MELA Retreat – The date is finalized, and reservations are confirmed with Pearl River Resort. Forms went out this week regarding food choices etc. If anyone wants a vegetarian meal option let Ms. Alicia Beasley (ECCC) know. She will be sending out another form soon for cooking preferences for the filet mignon option. VII. Adjournment VI.

Ms. Buffy Matthews (MGCCC) made the motion to end the meeting. Ms. Denise Gillespie (ICC) seconded the motion. Adjourned 10:42 a.m.

*February 21, 2023, email correspondence:

On Saturday, February 18, 2023, Link-Systems informed Dr. Krista LeBrun (MCCB) that based on usage projections from previous years, the colleges would exhaust the remaining 3,000 tutoring hours on our current contract by the end of March or early April. While an RFP for virtual tutoring is in progress, she does not anticipate an award being made until May. Due to our eventual loss of hours and the timeline of the RFP, she reached out to ITS to determine the best course of action. She was told we could amend our current contract to add an additional 5,000 hours if Link-Systems agreed to bill us at the current rate of $24.00 per hour. At $24.00 per hour, 5,000 hours would increase the spending authority of the contract by $120,000. We would only be billed for hours used.

In interest of time, action was required by the Association via email.

Ms. Jennifer James (HINDS) made the motion to amend our current Link- Systems contract to add an additional 5,000 hours at the current rate of

$24.00 per hour and only be billed for hours used. Ms. Tish Stewart (HOLMES) seconded the motion. 13/15. 12 yes and 1 abstain by SWMCC– Approved Dr. LeBrun has added this to the February 28 MACC agenda.

Poll Report

3/1/2023 10:43

Report Generated:

MELA Meeting 894 7059 6423

Topic

Meeting ID

3/1/2023 8:43

Actual Start Time Actual Duration (minutes)

180

Poll Details

User Email

Submitted Date/Time

#

User Name

1.Motion: Approve the Minutes from the Fe

1 Kim Harris - NEMCC 1 Melanie Francis - ICC

3/1/2023 9:05 Yes 3/1/2023 9:05 Yes 3/1/2023 9:05 Yes 3/1/2023 9:05 Yes 3/1/2023 9:05 Yes 3/1/2023 9:05 Yes 3/1/2023 9:05 Yes 3/1/2023 9:05 Yes 3/1/2023 9:05 Yes 3/1/2023 9:05 Yes 3/1/2023 9:05 Yes

Buffy Matthews

1

1 Denise Gillespie

Monica Johnson

1

1 Alicia Beasley

1 Guest

1 Kim Steinman - NWCC

1 Tish Stewart

Carmen Brown

1

1 Katherine Puckett

Alicia's iPhone Jennifer James Kelley Gonzales Sarah Buchanan

1

3/1/2023 9:05 Yes

1

3/1/2023 9:05 Abstain

1 jason.cooley

3/1/2023 9:05 Yes

1

3/1/2023 9:05 Yes

1

3/1/2023 9:05 Yes

User Email

Submitted Date/Time

#

User Name

1.Motion: Approve the March Agenda as sho

2 Denise Gillespie 2 Kim Harris - NEMCC

3/1/2023 9:07 Yes 3/1/2023 9:07 Yes 3/1/2023 9:07 Yes 3/1/2023 9:07 Yes 3/1/2023 9:07 Yes

Amanda Hood

2

2 Alicia Beasley

2 Guest

Christine Davis

2

3/1/2023 9:07 Yes

2 Kim Steinman - NWCC

3/1/2023 9:07 Yes

Carmen Brown

2

3/1/2023 9:07 Yes 3/1/2023 9:07 Yes 3/1/2023 9:07 Yes

2 jason.cooley 2 Tish Stewart

Jennifer James

2

3/1/2023 9:07 Abstain

Buffy Matthews Sarah Buchanan Kelley Gonzales

2

3/1/2023 9:07 Yes

2

3/1/2023 9:07 Yes

2

3/1/2023 9:07 Yes 3/1/2023 9:07 Yes

2 Samantha Latham

Alicia's iPhone

2

3/1/2023 9:07 Yes

Mississippi eLearning Association Minutes

Thursday, June 8, 2023, at 9:00 a.m. (MELARetreat) Virtual Meeting Link: https://itsmsgov.zoom.us/j/83367962283 ZoomRecording: https://mvcc16.instructure.com/courses/444805/pages/mela-meeting- recordings-2022-2023?module_item_id=23714499

College/Association

Representative(s)

CoahomaCommunity College

Ms. Monica Johnson

Copiah-LincolnCommunity College

Ms. AnnaDavis

Ms. Jeri Lynn Parish; Ms. AliciaBeasley;Ms. Kellie Penson

East Central Community College

East Mississippi Community College

Ms. Chris Square

Ms. Katherine Puckett;Ms. LatoyaClark- Horne; Ms. Jennifer James Ms. TishStewart;Ms. Nancy Parkerson;Ms. ShalonFarris; Ms. Heather Guest Ms. Denise Gillespie;Ms. Tequila Sunrise; Ms. Melanie Francis; Ms. Stacey Hughes;Ms. Heather Franks

Hinds Community College

Holmes Community College

ItawambaCommunity College

Jones College

Mr. Jason Cooley

Ms. Holley Purvis;Ms. ErinRichardson;Dr. Kelley Gonzales Ms. CarmenBrown; Mr. JasonZuehlke; Ms. Sara Bucannon;Ms. Mary EllenBuchanana

MeridianCommunity College

Mississippi Delta Community College

Mississippi Gulf Coast Community College

Ms. Michelle Pickering;Ms. Buffy Matthews

NortheastMississippi Community College

Ms. Sabine Zabarovska;Ms. KimHarris

Ms. Angel Nickens;Ms. Kim Steinman; Ms. Samantha Latham; Ms. Carla Malone Ms. MicheleMitchell;Ms. Christine Davis; Ms. SonyaHunt

NorthwestMississippi Community College

Pearl River Community College

SouthwestMississippi Community College

Dr. Krista LeBrun; Dr. Arianna Stokes;Dr. ChristaWilhite

MS Community College Board

Office

College/Association

Name

President

Pearl River Community College

Ms. MicheleMitchell

Ms. AliciaBeasley

President Elect East Central Community College

Secretary

ItawambaCommunity College

Ms. Tequila Sunrise

I.

Preliminaries A. Call to Order: Ms. Michele Mitchell, PRCC 9:08 a.m. B. Roll Call: Ms. Tequila Sunrise, ICC

C. Introduction of Canvas CSMTeam: Danielle Lentz and Kaylie Johnston will be our new CSMs. We will continue to use mccb@instructure.com to contact our new team. D. Approval of April 12, 2023, Minutes

1. Motion to approve: Ms. Buffy Matthews, MGCCC 2. Second to approve: Ms. Kim Steinman, NWMCC 3. Approved

E. Approval of June 8, 2023, Agenda

1. Motion to approve: Ms. Buffy Matthews, MGCCC 2. Second to approve: Ms. Kim Harris, NEMCC 3. Approved

II.

New Business

A. MCCB Reports

1. Dr. Krista LeBrun, MCCB

a. SARA – The US Department of Education made some changes that will have an impact on the reciprocity in which the colleges benefit from SARA. They basically hid the information under a different section. The presidents were updated about the changes in their meeting yesterday. We have a new MCCA representative, Dr. Sharice Robinson. Dr. Amanda Hood (COLIN) is the MCCB eLearning representative for MCCA. Dr. LeBrun mentioned that there will be an upcoming WCET conference in New Orleans in October that will touch on this topic. She will share with us more information about the conference in case anyone wants to attend. b. Procurement Updates 1. Instructure – The contract is signed. In yesterday’s President’s meeting, one college president requested information about Badgr to purchase separately and Dr. LeBrun asked who else might be interested in a pricing model. She will get the quote and distribute to those interested. 2. CidiLabs – ITS is working on a contract. The contract may be approved and ready by mid Fall. 3. AspirEdu – The contract is signed for services starting July 1. They will contact primary people at each college for training. Dr. Stokes (MCCB) will do group training if necessary. 4. Virtual Tutoring – The RFP committee finalized scoring and the legal team is going through the documents. Dr.

LeBrun will complete a business case if ITS approves award at the July meeting. Our Link-Systems contract expires June 30, but we should still have enough hours with them to make it until the new awardee’s contract begins in September.

5. MELO – The budget request was presented and approved. 6. $8,000 will be sent electronically to Itawamba Community College’s business office for the MELA 2024 Retreat. c. Budget Overview for FY2024 – Dr. LeBrun showed the FY2024 -2028 budget for current and contractual services. It is in the MELA course for us to view at any time and she will let us know when she updates it. She color-codes contracts that are in the pipeline differently in case the quote changes or the contract is not approved. Mr. Jason Zuehlke is the new Support Committee chair and will spearhead the CidiLabs and Yuja new features discussions. We received an increase in Ed Tech appropriations for fiscal year 2024. The presidents are working on fiscal year 2025 and would need to know what is coming down the pipeline before their meeting in October to approve any more increases in Ed Tech appropriations which funds our contractual services budget. The presidents were receptive to accessibility, they just wanted the comparison chart from the Support Committee for justification of pricing. Dr. LeBrun started working on the FY2025 report that is in the MELA course. She highlighted numbers that she can’t project, yet. Ms. Tish Stewart (HOLMES) asked if the new AI feature in Turnitin would require additional funds. Dr. LeBrun will check if we need to increase Turnitin budget for AI chat. Dr. LeBrun likes to keep about $800,000 in reserves to pay for July 1 bills. CidiLabs and the virtual tutoring budget may change from what she showed us as more information is made available. Keep in mind that the FY2025 report is just a draft, and she will continue to work on it. FY2024 was approved.

d. P & P Update – The updates are currently open for public comments. Then they will go to the Secretary of State’s website. e. MACC Updates – The presidents met and voted 11- 4 to remove the incentive formula because it is not equitable. The colleges will continue to receive the FTE but will no longer receive the additional incentive. This may change internal procedures of how many local students must be in courses before sharing on ET. Consortium purchasing will remain the same. Mr. Jason Carter (MCCB) can present a face-to-face “Show Me the Money” type of presentation in September to give us a better understanding on how this will impact the colleges moving forward. This will go into practice Fall 2024. f. The President’s meeting will be held the first week of June next year, so we need to plan our retreat at a different time to avoid overlap. We are looking at dates in September for our retreat. The presidents will be going to the MACC Trustees conference at the end of June this year and will not meet again until August 22. 2. Dr. Christa Wilhite, MCCB a. Academic Integrity Course – Pending Update – She will add a student responsibility page to the course stating that it is their responsibility to check the syllabus and talk with the instructor in each class about using AI. They will also be responsible for fact checking the AI resource. She will add content pages about ethical use of AI and how to cite it. This will be a set of guidelines we can use if we choose in our colleges. She is open to any suggestions for creating that content. b. Support Updates for FY23 – Include MCCB on support emails

so they are aware of issues and can track and archive issues that may impact all colleges. A proctor meeting will be scheduled between summer and fall for best practices. The

CSM Needs Assessment were split between monthly and bimonthly calls. There was some discussion, and it was decided that quarterly calls and monthly newsletters from Canvas would best serve our consortium.

3. Dr. Arianna Stokes, MCCB a. MSVCC Academy

1. FY23 Report -Over 50 courses were offered in 2023 and 5 colleges were helped with onboarding Canvas Catalog. The Academy has a fiscal year budget of $20,000 and has remained conservative. Spring is the busiest time for enrollment. Dr. Stokes is seeing a pattern of few completers in courses (example: 35 enrolled and 5 completed). They must have 10 enrollments to make and pay a facilitator for the PD course regardless of how many enrollees complete the course. The issue lies in how to motivate enrollees to complete the course to justify the course cost. 2. FY24 Calendar – The courses and webinars are listed on the calendar. The webinars are subject to change. The committees will determine what trainings will need to be offered. 3. PD Suggestion Box – Dr. Stokes plans to leave the PD suggestion box link on every agenda to keep it readily available for us. 4. Summer 2023 Courses – Registration is open now with a July 3 course start date. Ms. Angel Nickens (NWMCC) suggested for the Growing course that facilitators structure the assignment instructions to let enrollees know that they need to create the work themselves and show in a screenshot where the content was built to prove it is their own work. She had an enrollee that cut and pasted ready-made content from a course in which he

had access to submit as his assignment and did not do the work himself. The course only benefits enrollees that submit their own work. Ms. Angel Nickens (NWMCC) also wanted to know if a drop-down box could be added at registration to show which college the enrollee is associated with when they have not been given a college email address, yet. Dr. Stokes will investigate if it could be added on the Sandbox request form.

III. Old Business IV. Action Items V. Open Forum

A. Canvas Observer Role – Canvas Parent App – Ms. Angel Nickens (NWMCC) – They were made aware of a situation where a parent and a friend used the Canvas Parent App to become an Observer to a particular dual credit student. This role can follow a student from High School over into college. The Observer role cannot be removed, but permissions can be modified. Dr. Wilhite (MCCB) will send us some documentation about paired Observers. B. US Dept. of Ed Draft Regulations Affecting SARA (Call to Action) – Kenneth Heard, Director of Academic Compliance and FERPA Officer for UMMC – Mr. Heard presented on some proposed changes from the US Department of Education that if finalized will have an impact on the reciprocity in which the colleges benefit. The two proposals that are in question are 1. Institutions will comply with all State consumer protection laws and 2. Programs leading to professional licensure must ensure the prerequisites for professional licensure in the state where the student is located. Mr. Heard is asking if everyone would be willing to submit a comment to SARA detailing how our colleges and students could be negatively impacted by June 20. Mr. Heard is working on a template-style letter that can be customized by each of us. The institutional history

portion is the primary area we need to customize. Dr. LeBrun (MCCB) will forward the letter to us. C. Respondus as a Virtual Proctoring Option: Why or Why not? Is using Zoom for proctoring effective? Suggestions for Virtual Proctoring in the Fall that meet federal guidelines and universal statement for online courses @ Coahoma – Ms. Monica Johnson (CCC) – Ms. Buffy Matthews (MGCCC) said she uses Respondus with Monitor as an option for local courses. Some cons of using Respondus is it does not allow passwords, so a second exam must be created without a password. Respondus alone is not considered a proctored exam. Monitor must be used with it to record the student. Instructors must watch the videos. Also, some students know how to bypass Respondus. Itawamba Community College uses Zoom as needed for proctoring exams. The con with Zoom is only being able to proctor one student at a time. Pearl River Community College uses Microsoft Teams as needed for proctoring exams. The con with Teams is only being able to proctor one student at a time. Ms. Johnson asked if Zoom could be used for Speech assignments and was told that per MSVCC policy, she could offer multiple times (day/night) for students to schedule assignment appointments, but she could not require students to meet at one time. Announcements A. MELA July meeting is cancelled. Approved . B. New Support Committee members should have received an email to join the conversation. C. Ms. Jennifer James from Hinds Community College is leaving the eLearning department June 20. VI. Adjournment 11:24a.m. VI.