MELA Minutes 2023-2024
MELA MINUTES 2023-2024
Mississippi Virtual Community Col lege
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Mississippi eLearning Association Minutes Wednesday, August 16, 2023, at 9:00 a.m. Virtual Meeting Link: https://itsmsgov.zoom.us/j/86462920798 Zoom Recording: https://mvcc16.instructure.com/courses/444805/pages/mela-recordings- 2023-24?module_item_id=27610201
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. Kellie Penson
East Mississippi Community College
Ms. Katherine Puckett; Brandon Mitchell; Jasmine Shepherd
Hinds Community College
Holmes Community College
Ms. Tish Stewart;
Ms. Denise Gillespie; Ms. Tequila Sunrise; Stacey Hughes Mr. Jason Cooley; Ms. Amber Yarnell
Itawamba Community College
Jones College
Ms. Holley Purvis; Ms. Erin Richardson; Dr. Kelley Gonzales
Meridian Community College
Mississippi Delta Community College
Mr. Jason Zuehlke
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. Carla Malone; Aaron Payne
Northwest Mississippi Community College
Pearl River Community College
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
East Central Community College
Ms. Jeri Lynn Parish
Ms. Tequila Sunrise
President Elect Itawamba Community College
Secretary
Jones College
Mr. Jason Cooley
A.
Preliminaries A. Call to Order: Ms. Jeri Lynn Parish, ECCC 9:02 a.m. B. Roll Call: Mr. Jason Cooley, Jones C. Approval of June 8, 2023, Minutes
1. Motion to approve: Amanda Hood, Co-Lin 2. Second to approve: Kim Steinman, Northwest 3. Approved
D. Approval of August 9, 2023, Agenda
1. Motion to approve: Denise Gillespie, ICC 2. Second to approve: Tish Stewart, Holmes 3. Approved
B.
New Business
A. MCCB Reports
1. Dr. Krista LeBrun, MCCB
a. Guest Speaker (MCCA) – Dr. LeBrun introduced Dr. Sheriece Robinson as the new Director of Regulatory Affairs at IHL. Dr. Robinson gave a brief history, purpose, and updates about the
Mississippi Commission on College Accreditation (MCCA). MCCA & NCSARA – (New price changes went into effect July 1 st .) Charges for both will be identical. NC-SARA - Dr. Robinson gave updates including standards, regulations, fees, and late submission charges. Dr. Robinson also asked us to bring our recommendations and suggestions for standards to the meeting in the Fall. VERA – Dr. Robinson discussed a new software that is in the early stages of implementation and may be available this Fall or early next year. This software is an accreditation and licensing manager that will help streamline applications and renewals. It also has reporting functionality. Dr. Robinson mentioned that Out of State Placement for Nursing Clinicals would be discussed by Dr. Melissa Temple on Nov. 8 th at Holmes Community College (Ridgeland Campus) Workforce Building (9am to 3pm.) She would be covering State regulations, SARA renewal process, legal and ethical issues, data reporting, clinical placement policy, and best practices for Distance Education. A request was made to move the November 8 th MELA meeting to November 15 th. A motion was made by Amanda Hood – Co-Lin and was 2 nd - Monica Johnson – Coahoma.
b. Procurement
1. Instructure is good to go until Fiscal Year 2025 unless contract changes are needed. 2. AspireEdu -Everyone should be onboarded in Canvas.
3. Link systems – Date of termination or expiration. Closeout date of Aug 31 st , NetTutor. It will not be available on September 1 st . Robert Martinez – contact person for RFP or post procurement if contacted by vendor. 4. Brainfuse – September 1 st availability. 5. Cidilabs – currently under review, it is a multi-step process. 6. Turnitin (Chat box -availability) Will it be available after December? Krista is going to check and let everyone know.
c. P&P Updates
1. Sent to Secretary of State’s office for initial approval and received no
objections. It was sent back to the board for final approval and should be available at the end of the month on the Secretary of State’s website.
d. Inclusive Access: Fall 2022 1. Cengage Unlimited??
a. Priority Item-Dr. LeBrun has requested that all schools report incorrect inclusive access information. No technical changes need to be made but will need a policy change to address current issues.
e. FY 2024 MOA Survey Results
1. Dr. LeBrun stated the results have been posted in the MELA course in Canvas. Any changes made in the P&P to the MOA
will need to be updated in the Fiscal Year 2025 Memorandum of Agreement. f. Canvas in Mississippi: Jess Awtrey invitation
1. Instructure has offered to come to an event in Mississippi. They would like to bring their executive leadership and present on different topics/products. Further discussion needed by MELA.
2. Dr. Christa Wilhite, MCCB
a. Brainfuse Integration Update 1. According to Dr. Wilhite, the integration was completed for all 15 community colleges. 2. Several free tools are currently available through Brainfuse that do not require the paid version. Dr. Wilhite will provide support on September 1 st . Your logo should be present in your Brainfuse instance. b. MSVCC Website Survey 1. Requesting information to revamp msvcc.org website c. Adjunct Opportunity Database 1. Dr. Wilhite is creating a form that will keep an updated pool of adjunct instructors. d. Update ELC Contact List 1. Dr. Wilhite asked that everyone update their current contact lists to ensure that everything is up to date.
3. Dr. Arianna Stokes, MCCB a. August PD Report
1. Dr. Stokes gave updates on MSVCC Academy
a. Courses: Growing with Canvas, Digging Deeper, Course Basics b. September courses available for enrollment now. 2. Webinars: AI Tools for Accessibility, Teaching Gen Z, Tips and Tricks for SmarterProctoring
b. Vendor Sessions 1. Dr. Stokes asked for suggestions for Professional Development related to instructor implementation of products, programs, and services (Smarter, AspireEdu, Turnitin, etc.) 2. Dr. Stokes recommends using the PD suggestion box in Canvas. c. Growing with Canvas Report 1. Per MELA retreat, Growing with Canvas participants are to mark employment considerations when completing a sandbox request. 2. Access Report Here 3. Summer 2023 Enrollment Report 1. Dr. Hood mentioned this new form of identification through the Mississippi Mobile ID is an official state-issued ID. Some colleges have added to their policy that they will accept this form of identification. 1. Ms. Gillespie mentioned that SmarterServices will need to ensure that students can self-pay and the colleges will not have to be invoiced. Several institutions stated they need student self-pay to incorporate the product. She also mentioned ICC will be limited on providing technical support to students who’s Host college allows ProctorU. They will be referring the student back to their home college for support. Ms. Jeri Lynn Parish mentioned that East Central does have experience with SmarterProctoring Automate but that it didn’t work out well. Several institutions mentioned they
C. D. E.
Old Business Action Items
Open Forum A. Mississippi Mobile ID (Dr. Amanda Hood)
B. SmarterServices Live Proctoring option (Denise Gillespie)
would be interested in trying SmarterProctoring Live proctoring (Itawamba, East Central, Northeast, Northwest).
C. Question for CCE Assignment (Dr. Christa Wilhite)
1. Dr. Wilhite posed a question to the group asking us about Canvas usage and improving upon it. Is there a plan for offline access to learning materials? No one responded with a definitive plan other than basic resources that are already available offline. D. IA and BOT (Ms. Tish Stewart) 1. Ms. Stewart mentioned their handling of Inclusive Access with Cengage Unlimited. If you put your student in a Holmes course and they have already paid for Cengage they will be allowed access to the materials and won’t be charged. Announcements A. Chairs of Quality and Support Committees will meet on Aug. 22 nd at MCCB for collaboration and purchasing process orientation. (Mr. Zuehlke) B. A support committee meeting will be scheduled after above meeting to evaluate outstanding and new requests brought to the committee. (Mr. Zuehlke) C. The next MELA Meeting will be September 13th at 9:00 am. (Ms. Parish)
F.
VI. Adjournment
1. Motion to Adjourn– Amanda Hood – Co-Lin 2. Second to Adjourn – Kim Harris - NEMCC 3. Meeting Adjourned 10:34 a.m.
Mississippi eLearning Association Minutes Wednesday, September 13, 2023, at 10:00 a.m. Virtual Meeting Link:
Zoom Recording:
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. Kellie Penson
East Mississippi Community College
Mrs. Chris Square
Hinds Community College
Ms. Leah Stanford; Ms. Jasymin Shepherd
Holmes Community College
Ms. Nancy Parkerson; Ms. Shalon Farris
Ms. Denise Gillespie; Ms. Tequila Sunrise; Ms. Melanie Francis Mr. Jason Cooley; Ms. Kelly Robinson
Itawamba Community College
Jones College
Ms. Holley Purvis; Dr. Kelley Gonzales
Meridian Community College
Ms. Carmen Brown; Ms. Sarah Buchanan; Mr. Jason Zuehlke;
Mississippi Delta Community College
Mississippi Gulf Coast Community College
Ms. Buffy Matthews; Ms. Michelle Pickering
Northeast Mississippi Community College
Ms. Kim Harris; Ms. Sabine Zabarovska
Ms. Kim Steinman; Ms. Carla Malone; Ms. Samantha Latham
Northwest Mississippi Community College
Pearl River Community College
Ms. Michelle Mitchell; Ms. Christine Davis
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
East Central Community College
Ms. Jeri Lynn Parish
Ms. Tequila Sunrise
President Elect Itawamba Community College
Secretary
Jones College
Mr. Jason Cooley
1.
Preliminaries A. Call to Order: Ms. Jeri Lynn Parish, ECCC 10:01 a.m. B. Roll Call: Mr. Jason Cooley, Jones College C. Approval of August 16 th Minutes:
1. Motion to approve: Buffy Matthews, MGCCC 2. Second to approve: Amanda Hood, Co-Lin 3. Approved
D. Approval of September 13th Agenda:
1. Motion to approve: Kim Steinman, Northwest 2. Second to approve: Denise Gillespie, Itawamba 3. Approved
2.
New Business
1. MCCB Reports
1. Kell Smith welcomed everyone back to MCCB and expressed gratitude for the work done in online learning. He also acknowledged the great work of Christa, Krista, and Ariana in online learning and the importance of the eLearning components and Departments across the state. 2. Jason Carter discussed the funding for education technology, specifically the edtech fund and MSVCC assessments. He mentioned the historical allocation of funds and the potential
changes in funding models, highlighting the impact on colleges and providers. 3. Dr. Krista Lebrun, MCCB a. TII AI Follow-Up
1. Krista discussed the cost of adding the AI component to our current contract, which would require an additional $20,000 per year and $500 per institution for implementation and training. Krista mentioned the need to amend the contract or seek approval from the MELA association to add this feature. 1. Krista discussed revenue, assessments, and resolving issues to ensure correct numbers for future operations. 1. Krista mentioned that they had a full day meeting where they discussed athletics and decided to change the schedule up due to difficulties in discussing with the busy Legislative season. Additionally, Krista informed us that Creating Futures has been retired and will no longer be pursued. 2. Creating Futures has been retired but they are hopeful of the possibility of hosting a technology conference next year on the coast. 1. Christa offered everyone assistance in resource creation for anyone introducing New Quizzes to faculty. The conversation also mentioned the intention to make the new quizzes function like the classic version, but there were uncertainties about the timeline and limitations regarding migrating question banks and other course content. 1. If anyone needed additional training requests to contact Christa. 1. Christa Wilhite (MCCB) and Shalon Farris (Holmes) presented a “What We Have Learned” about Brainfuse presentation after doing some hands-on application testing. (Link Provided). Christa and Shalon extensively tested the faculty and student dashboards in Brainfuse, discovering that certain elements
b. Fall 2022 Inclusive Access Update (Download)
c. MACC Updates
4. Dr. Christa Wilhite, MCCB
a. Resource Creation: New Quizzes
b. Resource Creation: Canvas API
c. Brainfuse Updates (CW and SF)
can be disabled and customized. They also explored the assigned tutoring feature, finding that it provides customized instruction for tutors but does not sync with Canvas and requires students to click a link for completion. They also learned about the availability of tutoring services, limitations with audio features, and the use of brainwaves for sharing solutions. They also mentioned the ability to customize academic tools based on institutional preferences. Shalon discussed their testing experience and findings from last week. They explored various features, such as student examples, feedback on papers, and support options, while also acknowledging the 1. Christa informed everyone that she would be emailing this out after the meeting. 1. General discussion about who is using it and if anyone was wanting to move to Canvas Data 2. Some issues were also discussed with the reporting data. 2. Cidilabs contract. Krista has requested to have the contract redrafted based on concerns in several sections. 1. Quality Letters 2023 are due October 31 st in MELA Course. 1. Dr. Stokes gave updates on MSVCC Academy, 2 of the 3 courses made. Objectives and assessments did not make. 2. Courses: Growing with Canvas, Digging Deeper, Objectives and Assessments 3. Growing with Canvas should be a prerequisite for the other courses. 1. Webinars 2. Canvas Code Instructors Should Know 3. Gen Z Snapshot 4. Dropout Detective: Instructors and Allies 5. RSI Remix: Communication
need for further understanding and improvement in utilizing the platform effectively. d. AI Conversations for Instructors Handout
e. Canvas Data Inquiry
f. Quality Letters Reminder
5. Dr. Arianna Stokes, MCCB a. September PD Report
b. Vendor Sessions
1. Dropout Detective: Instructors and Allies (September 14, 2023, at 12:30 pm)
c. Enrollment Report
d. Summer 2023 Enrollment Report Links to an external site.
3.
Old Business
A. ET Feature Request - Grade Change Notification (CW)
1. Request was made in the Spring for Grade Change Notifications and was tabled until this Fiscal Year. Ive responded and said it would take about 50 hours of coding. 2. Christa took notes and suggestions and will reach back out to Ive to see what he recommends and will report back to the group.
4. 5.
Action Items Open Forum
1. Admin API Tokens (KS)
1. Kim Steinman reported their CIS files were not updating due to an access token that was linked to a person who no longer had admin access in Canvas. 2. Discussed the importance of creating a Generic College Canvas Admin account to link new tokens and not to individual employees. A. Proposal | Prioritizing Exploration of New Products for MSVCC 1. Jason and Christine have been working on a process for addressing the organization's needs and prioritizing new products. They proposed creating a needs list, evaluating current resources, and considering new technologies, if necessary, with the goal of establishing a clear process for decision-making and ensuring that the organization's needs are met. The vote will be at the October Meeting.
6.
Announcements
7.
Adjournment 1. Motion to Adjourn– Amanda Hood – Co-Lin 2. Second to Adjourn – Buffy Matthews - MGCCC 3. Meeting Adjourned 11:32 a.m.
Mississippi eLearning Association Minutes Wednesday, October 11, 2023 at 9:00 a.m. Virtual Meeting Link:
Zoom Recording: https://itsmsgov.zoom.us/j/86017644921
College/Association
Representative(s)
Coahoma Community College
Copiah-Lincoln Community College
Dr. Amanda Hood; Ms. Anna Davis
East Central Community College
East Mississippi Community College
Hinds Community College
Brandon Mitchell, Jasymin Shepherd
Holmes Community College
Ms. Tish Stewart;
Ms. Denise Gillespie; Ms. Tequila Sunrise; Melanie Francis
Itawamba Community College
Jones College
Mr. Jason Cooley
Dr. Kelley Gonzales; Ms. Holley Purvis; Ms. Erin Richardson;
Meridian Community College
Mississippi Delta Community College
Ms. Carmen Brown ; Mr. Jason Zuehlke
Mississippi Gulf Coast Community College
Ms. Buffy Matthews; Ms. Michelle Pickering
Northeast Mississippi Community College
Ms. Kim Harris
Ms. Kim Steinman; Ms. Carla Malone; Ms. Samantha Latham;
Northwest Mississippi Community College
Pearl River Community College
Ms. Christine Davis; Ms. Michelle Mitchell
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
East Central Community College
Ms. Jeri Lynn Parish
Ms. Tequila Sunrise
President Elect Itawamba Community College
Secretary
Jones College
Mr. Jason Cooley
I.
Preliminaries A. Call to Order: Ms. Tequila Sunrise, ICC 9:00 a.m. B. Roll Call: Mr. Jason Cooley, JCJC C. Approval of September 2023, Minutes
1. Motion to approve: Buffy Matthews, MGCCC 2. Second to approve: Michelle Mitchell, PRCC 3. Approved
D. Approval of August 9, 2023, Agenda
1. Motion to approve: Kim Steinman, NWCC 2. Second to approve: Buffy Matthews, MGCCC 3. Approved
II.
New Business
A. MCCB Reports
1. Dr. Krista LeBrun, MCCB a. No new updates provided; Linksys contract should be finalized. Cidilabs contract waiting on update from ITS. Creating Futures was discussed at the last MACC meeting and is being looked at by the MC4. 2. Dr. Christa Wilhite, MCCB
a. MELA Course Enrollments – It was discussed on how to handle the situation and was suggested making the People list available for review with a set timeline for fixing the enrollments. b. ELC Contact List – Due to recent turnover and new hires at several schools it is imperative that we keep the ELC contact list up to date. Christa asked that everyone verify their staff information in the shared sheet. c. Quality Letters Reminder due October 31 st , Discussion Board assignment in MELA course. 3. Dr. Arianna Stokes, MCCB a. MSVCC Academy 1. October PD Report a. Courses: Growing with Canvas, Digging Deeper, Interactions i. Digging & Interactions weren’t offered due to low enrollment. ii. Growing with Canvas had over 20 participants. b. Webinars i. Appy Hour ii. Compliance Basics iii. RSI Remix: Discussions b. Please continue to use the PD Suggestion Box for webinar and course development requests. c. Catalog Support 1. Certificate solution in progress with L2 techs 2. Password reset at MCCB level.
B. MSVCC Committees
1. Quality Committee - RSI Guidelines
1. Heard a report from Christine Davis and the group about a new RSI goal that had been added to their strategic
plan. It concerned the lack of information about RSI and their efforts to simplify it for everyone. They reviewed and endorsed a document that provides background information, definitions, examples, and practical checklists for faculty to implement RSI in their courses. It was also mentioned the training series that had been created by Dr. Wilhite to further explain RSI.
III. IV.
Old Business
Action Items A. Admin Committee - Recommendation to amend Turnitin contract to add the AI component. 1. Motion to Add AI Component – Tish Stewart – Holmes
2. Seconded: Jason Cooley – Jones College 3. Eleven colleges approved the motion. 4. MCC abstained.
5. EMCC were not present at the vote. 6. Coahoma, and ECCC were not present. 7. Motion was approved. B. Prioritizing Exploration of New Products (Quality and Support Chairs)
1. Approve as official procedure for exploration of new products. 2. If adopted: Add Procedure to P&P as addendum in location to be determined by Admin Committee 3. Motion made by Jason Zuehlke to adopt new procedure for exploration of new products.
4. Seconded: Buffy Matthews - MGCCC 5. Eleven colleges approved the motion. 6. MCC abstained. 7. EMCC were not present at the vote. 8. Coahoma, and ECCC were not present. 9. Motion was approved.
C. Admin Committee - Brainfuse 16-hour Guardrail recommendation. The group discussed different options for limiting the number of tutoring hours per month for students, with option two being favored as it wouldn't negatively impact students or increase costs significantly. Option 1 – Open it up wide open, no limit, Option 2 – Once a student reaches 16 hours, manually give the student more time, Option 3 - Leave it at 16 hours per student. 1. Motion made by the Admin Committee to select Option 2 to add hrs. per student, as needed.
2. Seconded: Buffy Matthews – MGCCC 3. Eleven colleges approved the motion. 4. MCC abstained. 5. EMCC were not present at the vote.
6. Coahoma, and ECCC were not present. 7. Motion was approved.
V.
Open Forum A. Angel Nickens (NWCC) - Are any other schools having a lot of requests for Canvas shells for clubs, organizations, etc. for communication purposes? 1. The issues were discussed about the increase in requests for new Canvas shells and concerns about excessive communication. Several concerns were mentioned about students receiving too many messages through Canvas, potentially causing them to overlook important communication from instructors. Other options were discussed including controlling and streamlining announcements, such as using campus-specific widgets and exploring the involvement of the PR department. B. Admin Committee - Fall 2025 - Summer 2026 MSVCC Calendar 1. Buffy said the calendar had been sent out and requested that everyone update the holiday calendar for their respective schools in the MELA course. Tish asked how everyone was handling the new Year-round High School terms. Several colleges said they are requiring students to follow the college schedule. C. Jason Zuehlke (MDCC) - Are any other colleges locking down testing labs by using allow/block lists? The group discussed various issues related to proctoring. Several colleges mentioned they were using Respondus Lockdown browser. They also shared concerns about students getting kicked out of Canvas during tests. D. Amanda Hood (Co-Lin) – Amanda asked if anyone had a workaround for the Canvas app since they have changed their Canvas student access location at Co-Lin. Jason recommended a QR Code workaround for accessing Canvas through the app and authentication settings. E. Jason discussed the need to prioritize the exploration of new products and mentioned that a survey was being prepared with recommendations from both his and Christina's committees. They aimed to send out the survey before the next MELA meeting and requested a prompt response from everyone.
VI.
Announcements
VII. Adjournment
1. Motion to Adjourn– Amanda Hood – Co-Lin 2. Second to Adjourn – Buffy Matthews - MGCCC 3. Meeting Adjourned 9:37 a.m.
Mississippi eLearning Association Minutes Wednesday, November 15, 2023 at 9:00 a.m. Virtual Meeting Link:
Zoom Recording: https://itsmsgov.zoom.us/j/87263725389
College/Association
Representative(s)
Coahoma Community College
Monica Johnson
Copiah-Lincoln Community College
Ms. Anna Davis; Ms. Renae Breakfield
East Central Community College
Ms. Jeri Lynn Parish; Ms. Kellie Penson
East Mississippi Community College
Mrs. Chris Square
Hinds Community College
Mr. Brandon Mitchell, Ms. Jasymin Shepherd
Holmes Community College
Ms. Tish Stewart; Ms. Nancy Parkerson
Itawamba Community College
Ms. Denise Gillespie; Ms. Tequila Sunrise;
Jones College
Mr. Jason Cooley
Dr. Kelley Gonzales; Ms. Holley Purvis; Ms. Erin Richardson;
Meridian Community College
Mississippi Delta Community College
Ms. Carmen Brown; Mr. Jason Zuehlke
Mississippi Gulf Coast Community College
Ms. Buffy Matthews
Northeast Mississippi Community College
Ms. Kim Harris; Ms. Sabine Zabarovska
Ms. Kim Steinman; Ms. Carla Malone; Ms. Samantha Latham;
Northwest Mississippi Community College
Pearl River Community College
Ms. Christine Davis; Ms. Michelle Mitchell
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
East Central Community College
Ms. Jeri Lynn Parish
President- Elect
Ms. Tequila Sunrise
Itawamba Community College
Secretary
Jones College
Mr. Jason Cooley
I.
Preliminaries A. Call to Order: Ms. Jeri Lynn Parrish, ICC 9:00 a.m. B. Roll Call: Mr. Jason Cooley, JC C. Approval of October 2023, Minutes
1. Motion to approve: Buffy Matthews, MGCCC 2. Second to approve: Michelle Mitchell, PRCC 3. Approved
D. Approval of November 15, 2023, Agenda
1. Motion to approve: Jason Cooley, Jones College 2. Second to approve: Angel Nickens, NWCC 3. Approved
II.
New Business
A. MCCB Reports
1. Dr. Krista LeBrun, MCCB a. CidiLabs Contract - Dr. Lebron will present the Cidilabs contract to the board on Friday for approval .
b. Turnitin Amendment - It passed the ITS approval process. Krista has been working with Turnitin to discuss the implementation of LTI and the Turnitin Amendment(AI). c. Brainfuse Usage[reports added to the MELA course] Krista provides an update on the usage and cost of Brainfuse tutoring service. She also discussed the flexibility of pulling hours from next year's pool and increasing monthly usage with Brainfuse. d. Coffee Chat with a Compliance Officer[Monday or Friday before Christmas]. e. Attendance- Krista shared an email received from Dr. Payne regarding the recording of attendance for MSVCC classes. Dr. Payne's email stated that classes of eight weeks or more should record attendance on Wednesdays and Sundays, while classes of four weeks or less should record attendance only on Sundays. This was different from the current practice, which was to record attendance twice a week for three and four-week classes, and once a week for eight and fifteen-week classes. After some discussion, it was clarified that the current practice aligns with the MCCB consortium's definition of attendance, which is based on participation in course activities. The enrollment tool was programmed to allow instructors to record attendance according to this practice. There was also some confusion regarding the maximum number of allowed absences. It was noted that the P&P states that the maximum allowed absences should be referred to the enrollment guidelines document provided by the MCCB office. It was also noted that the current practice is to record attendance twice a week for three and four-week classes, and once a week for eight and fifteen-week classes. It was suggested that the P&P be modified to reflect this practice. A motion was made to approve the modification to the P&P, and it was agreed that
the enrollment tool should be updated to reflect the recording of attendance according to the current practice. f. MCCA Invoice – Krista mentioned to those who participated in the NC-SARA meeting that invoices for MCCA will be initiated sooner than usual, and they are expected to be higher this year. She mentioned that the applications for MCCA will now be due on February 8th, which is earlier than in previous years. She also highlighted that the fees for MCCA have increased significantly, from around $14,000 last year to an expected $26,000 this year. She noted that this increase is due to the alignment of MCCA fees with NC-SARA fees, which are also set to increase. Krista shared that she had received the invoice and will make a copy available in the MELA course. She mentioned that the invoice is not due until February 8th, but the processing will be done in January. She also stated that the application deadline for MCCA will be modified to align with the new schedule. 2. Dr. Christa Wilhite, MCCB a. Canvas CSM Newsletter Feedback. It was mentioned that the feedback survey indicated both positive and negative feedback about the newsletter. The group was asked to provide input on how the newsletter could be improved and to share any dislikes they had. It was suggested that feedback could be shared during the meeting or via email. The meeting concluded with the action item of gathering feedback to improve the CSM newsletter. b. Quarterly Consortium Call Reminder – Today @ 2:30 pm! 3. Dr. Arianna Stokes, MCCB, a. MSVCC Academy - Enrollment Report - the updated enrollment report for the MSVCC Academy was discussed. It was noted
that the report had been recently updated and would be updated once more before the semester's closeout. b. Semester Closeout – It was announced that all professional development for the MSVCC Academy would cease on December 8th, and past courses, webinars, and active four and three-week courses would close by that date. This would allow for the data to be pulled for completion. The group was informed that anyone in progress on a webinar or course would have until December 8th to complete it, after which everything for the fall semester would close. The Academy would then be prepared for the spring semester, with data being cleaned up and prepared for January registration and enrollment. c. Sandbox Request Data – The meeting concluded with a discussion about the sandbox request data. It was mentioned that sandbox requests were still being received, and the data would be gathered to see who had taken training to obtain employment at one of the institutions. The data would be shared with the group before the semester's closeout. B. NC-SARA Updates 1. Tish Stewart asked how everyone was identifying the out-of-state students enrolling in licensure programs from semester to semester. We discussed the need to create a template for communication with out-of-state students enrolling in licensure programs. Krista Lebrun also discussed the importance of understanding the distinction between NC-SARA regulations and Title IV Federal regulations. It was emphasized that the requirement for schools to sign a Program Participation Agreement (PPA) to be eligible for Title IV funds is a federal regulation, not just an e-learning initiative. The group was encouraged to communicate this distinction to their leadership to ensure a clear understanding
of the regulatory requirements. It was noted that while SARA requires institutions to comply with these Federal regulations, it is essential to convey to management that this is a broader Federal mandate, not specific to NC-SARA or e-learning. It was mentioned that a document had been prepared to explain this to the vice president, and the group was invited to request a copy of the document for reference. The meeting also addressed the upcoming changes in professional licensure regulations, particularly the distinction between distance education and correspondence courses, and their impact on Title IV eligibility. It was highlighted that these changes would affect all modalities of education, not just eLearning, and that it was important to be familiar with the specific Federal regulations to ensure compliance. In addition, the group discussed the overwhelming amount of information available on the topic and the need to organize and centralize resources, such as articles and webinars, for easy reference. It was suggested that a document be created to compile these resources and shared with the group. The meeting concluded with a decision to share the resource document in both the MELA and PL courses to ensure accessibility for all members. established to gather input from individuals who heavily rely on the MSVCC Academy to train their incoming online instructors. The purpose of the focus group is to assess whether the current courses meet their needs and to identify potential areas for improvement. Dr. Stokes is overseeing this project, and volunteers from the Quality Committee and the Support Committee have been recruited to participate. Christine also mentioned another project involving an Outcomes Ad Hoc Committee. She invited additional volunteers to join the committee, which will convene for its first meeting on 1. Quality Committee- The Quality Committee update was led by Christine Davis. She reported that a focus group had been
C. MSVCC Committees
November 27th at 1:30 p.m. The purpose of the committee is to discuss outcomes in general and to potentially develop a support group for those involved in building outcomes in their instances. In addition, Christine reported that five responses had been received for the needs survey, which is due to be completed by December 8th. She encouraged all members to participate in the survey to provide valuable feedback. 2. Support Committee- Jason Zuehlke said they were still trying to build those ad hoc groups to work together to support each other and support the consortium. a. Held a committee meeting on October 3 (volunteers for ad-hoc committees with Quality, reviewed purchasing/review guidelines) b. The next committee meeting will be after the first of the year to review the results of a survey sent out and begin a review of top identified needs. 1. Buffy Matthews reminded the committee members about the upcoming vote on the MSVCC calendar, scheduled for January. She emphasized that the deadline for any proposed changes to the calendar was November 7th and encouraged members to review the calendar carefully to ensure its accuracy. Buffy stressed the importance of avoiding last-minute changes after the calendar had been approved and sent for further review. She urged members to double-check all dates and inform her of any necessary modifications. Buffy also mentioned that she had distributed the calendar during the last ELC meeting in October and requested feedback for potential adjustments.
III.
Old Business A. Fall 2025 - Summer 2026 MSVCC Calendar (Buffy)
IV.
Action Items A. P&P to include statement regarding attendance.
1. Motion to include attendance statement in P&P – (Alicia Shows – SWCC). 2. Seconded: Buffy Matthews – MGCCC 3. Eleven colleges approved the motion. 4. MCCB approved the motion. 5. MDCC, Co-Lin, NEMCC, and Hinds, were not present at the vote. 6. The motion was approved. B. MELO Budget 3-year proposal through ITS instead of ICC 1. Motion - Approve MELA Budget Request and move forward with using procurement services. (Buffy Matthews – MGCCC).
2. Seconded: Michelle Mitchell – PRCC 3. Twelve colleges approved the motion. 4. MCCB approved the motion. 5. MDCC, Southwest, Coahoma, were not present at the vote. 6. The motion was approved.
V.
Open Forum A. Respondus Poll(NW). Less than 50% of colleges are using Respondus. B. Testing Integrity with Assistive Technology: Bluetooth Enabled Hearing Aids (KL). 1. Discussed the use of Bluetooth-enabled hearing aids as assistive technology and the potential implications for academic integrity. Sean Doty raised the issue and expressed hesitancy in addressing it due to the complexities involved. The group engaged in a discussion
to explore if any community colleges had encountered this issue and if there were any existing policies or discussions on the matter. The potential for cheating via Bluetooth-enabled assistive
technology was also considered, with concerns raised about the difficulty of proving such behavior without singling out individuals. The group acknowledged that the use of advanced assistive technologies, such as Bluetooth-enabled hearing aids, posed challenges in maintaining academic integrity while ensuring equal opportunities for students with disabilities. The group also discussed the difficulty of differentiating between students with disabilities and non-disabled students in cases of academic dishonesty during virtually proctored exams. Following the discussion, it was noted that a director of ADA at a university had not encountered any reported issues related to students with hearing disabilities using such technology. The group also raised the point that students with disabilities are required to self-report and that individuals who wear hearing aids or glasses may be less likely to do so. The meeting concluded with the group acknowledging the complexities of the issue and the need for further exploration and consideration of potential implications for academic integrity and the rights of students with disabilities. C. Discuss disclosure letters so that we are all on the same page (NW). 1. The discussion was initiated by a member who had sent out an email with several questions regarding the frequency of sending out disclosure letters. The member expressed a need for clarity on how often the letters should be sent out, particularly considering recent changes. The group engaged in a discussion about the need for a standardized template for the disclosure letters to ensure consistency across the board. It was suggested that a template would allow for the easy insertion of student names and program details. The conversation then shifted to the topic of student location and the need to track changes in student location to comply with federal regulations. The group discussed the importance of having a process in place to track student location and the need to publicize this process to ensure compliance. The group also
discussed the need to contact students promptly if there is a change in their location, particularly concerning state licensure requirements. It was noted that there is a 14-day window to contact students if there is a change in their location. The group also discussed the need for students to self-report changes in their location and the potential challenges associated with this. It was noted that there are forms available for students to submit changes in their location, but there was a discussion about the need to ensure that students are aware of their responsibility to report changes. The meeting concluded with a discussion about the need for a process to trigger the sending of new disclosure letters if there is a change in a student's location. It was noted that this is an area that requires further exploration and that the group will continue to discuss this issue in future meetings. D. Signed Attendance Audits in the ET; Summer 2023 Attendance Audit (Parish) 1. The discussion began with attendance audits, specifically those for the summer of 2023. Concerns were raised about flagged attendance audits for institutions where students were enrolled in certain courses, and the audits were not signed in the enrollment tool. Jeri Lynn expressed her concern and her lack of awareness regarding the requirement to sign audits in the enrollment tool. After consulting with the consortium and reviewing historical documents, it was established that signing audits in the enrollment tool was a past practice but had not been recently implemented. The group deliberated on whether to backtrack with institutions to address flagged courses, have instructors sign audits for 2023, or initiate a broader process of retroactively signing audits. The group expressed a willingness to cooperate and sign audits retroactively if necessary, pending further clarification. Participants questioned the need for retroactive signing and emphasized the importance of clear communication from the auditing department regarding their
requirements. It was decided to hold off on any actions until further information is received.
VI. Announcements A. Reminder - November 27th - December 4th, Christa Wilhite will be Out of the Office. VII. Adjournment
1. Motion to Adjourn– Buffy Matthews – MGCCC 2. Second to Adjourn – Michelle Mitchell - PRCC 3. Meeting Adjourned 10:25 a.m.
Mississippi eLearning Association Minutes Wednesday, February 14, 2024 at 9:00 a.m. Virtual Meeting Link:
Zoom Recording: https://itsmsgov.zoom.us/j/87815280791
College/Association
Representative(s)
Coahoma Community College
Monica Johnson
Copiah-Lincoln Community College
Ms. Anna Davis; Ms. Renae Breakfield
East Central Community College
Ms. Kellie Penson
East Mississippi Community College
Mrs. Chris Square
Mr. Brandon Mitchell; Ms. Jasymin Shepherd; Leah Stanford; Katherine Puckett Ms. Tish Stewart; Ms. Nancy Parkerson
Hinds Community College
Holmes Community College
Itawamba Community College
Ms. Denise Gillespie; Ms. Melanie Frances;
Jones College
Mr. Jason Cooley, Amber Yarnell
Dr. Kelley Gonzales; Ms. Holley Purvis; Ms. Erin Richardson; Ms. Carmen Brown; Ms. Sarah Buchanan; Mr. Jason Zuehlke
Meridian Community College
Mississippi Delta Community College
Mississippi Gulf Coast Community College
Ms. Buffy Matthews; Ms. Michelle Pickering
Northeast Mississippi Community College
Ms. Kim Harris
Ms. Kim Steinman; Ms. Carla Malone; Ms. Aaron Payne
Northwest Mississippi Community College
Pearl River Community College
Ms. Christine Davis; Ms. Michelle Mitchell
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
East Central Community College
Ms. Jeri Lynn Parish
President- Elect
Ms. Tequila Sunrise
Itawamba Community College
Secretary
Jones College
Mr. Jason Cooley
I.
Preliminaries
A. Call to Order: Ms. Kellie Penson, ECCC 9:00 a.m.
B. Roll Call: Mr. Jason Cooley, JC
C. Approval of November 2023, Minutes
1. Motion to approve: Buffy Matthews, MGCCC 2. Second to approve: Denise Gillespie, ICC 3. Approved
D. Approval of February 14, 2024, Agenda
1. Motion to approve: Buffy Matthews, MGCCC 2. Second to approve: Carmen Brown, MDCC 3. Approved
II.
New Business
A. MCCB Reports
1. Dr. Krista LeBrun, MCCB a. Closure - Provided updates on the ongoing flood of federal regulations, particularly related to the negotiated rulemaking
due on July 1, 2024, and the potential impact on distance education by regulations expected to be in effect by July 1,
2026. Krista informed that the third and final round of the next negotiated rulemaking is scheduled for March 4th-7th, with the earliest possible results expected by October 2024. She emphasized the need for continued monitoring and updates on these regulations. Regarding the specific regulation "6, 6, 8.1 4 3 2 B, Roma 3," which concerns school closures and goes into effect on July 1, 2024, Krista highlighted the importance of addressing questions and concerns surrounding this regulation. She mentioned her attendance at the MCCA meeting on February 20th to discuss this matter further. Krista emphasized the absence of a policy for MCCB and IHL regarding the retention of student records in case of school closures. She highlighted the need to develop a policy considering the legal framework and potential scenarios, including mergers between institutions. Discussions were held with legal representatives, including Jay Woods, to address the absence of policies at the state level and the need for a well- thought-out approach considering the timeline before the regulation's effective date. Krista reiterated the importance of not rushing policy development and clarified that institutions would not be penalized for delays in submission, as communicated via email. She acknowledged potential confusion regarding the urgency of submissions and assured ongoing updates and support in navigating these regulations. Finally, Krista opened the floor for questions or further discussions on school closures, emphasizing the available time for preparation and policy development. b. Attestation - Discussion to address the requirement for an attestation form, which falls under the federal regulation "6 6 8.1 4 32 B, Roma 3," effective July 1, 2024. She explained that the regulation mandates the submission of an attestation form for programs that do not meet state educational requirements
for licensure. Krista provided an example scenario where a student enrolled in a program not meeting state educational requirements for licensure must complete an attestation form if they plan to seek employment in a different state upon graduation. She emphasized that the form must include a narrative from the student confirming their understanding of the situation and their intentions regarding licensure and employment. During a recent discussion with the Department, it was clarified that the attestation form cannot simply be a click-and-submit process; rather, it must include a detailed narrative from the student. Krista mentioned that Christa Wilhite has initiated drafting a simplified version of the attestation form. Krista informed the attendees that discussions with compliance personnel, including Kenny Heard and Kline, have begun to ensure alignment with the Department's requirements. She noted that while the Department will not provide a standardized form, they are willing to share drafted forms with institutions for their use. Acknowledging the workload of institutions, Krista emphasized the importance of having the attestation form in place by July 1, 2024. She reiterated that compliance with this requirement will necessitate adjustments to local-level processes and policies regarding student registration and location. In conclusion, Krista encouraged institutions to begin considering their approach to implementing the attestation
form requirement and assured ongoing support and collaboration in meeting compliance standards.
c. Satisfies - Krista LeBrun addressed ongoing compliance efforts and the critical importance of meeting deadlines, particularly regarding the review of programs to determine their compliance with state educational requirements. She highlighted that while the deadline for these reviews was in
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