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QEP Meeting Minutes
Quality Enhancement Plan
Click on a date below to expand and view additional information.
Implementation
2018
October
Master Advisor Course Training—All Advisors
August
QEP Cohort Courses Begin
July
QEP Student Training Course Reviews
June
QEP plan accepted by Southern Association of Accreditors (SACS) and accreditation reaffirmed
April-August
Cohort Registration and QEP Orientation
April
All Advisor Advising Update
QEP Advising Team Training
January
QEP Advising Team Selection and First Meeting
Development of Training Courses
Flash Mob Presentation
2017
September-October
Site Visit - October 23-26, 2017
Fall
Begin Early Stages of QEP Implementation
Development of Topic Focus, Student Learning Outcomes & Assessment Measures within the Selected Topic
2017
Early September
Submit Final QEP Document to SACS Team (six weeks prior to on site visit, Oct 23-26)
Late August
QEP Leader/President updates college on QEP status at inaugural week events making sure to reach all campus areas
Mid August
COMPLETE / SUBMIT FINAL DRAFT OF QEP PROPOSAL TO CAMPUS REVIEW COMMITTEE
July
Hire QEP Director and related advising position
Consult with other institutions to continue to gather additional information/lessons learned
Select QEP Team members attend a summer institute for additional professional development and QEP training
On site visit from SACSCOC Lead Dr. Earvin
Mid June
SUBMIT FINAL DRAFT COPY TO THE COLLEGE SACSCOC LEADERSHIP TEAM AND DEVELOPMENT TEAM
Establish QEP Implementation Team; retain Development Team members as needed, add new members relevant to implementation topic
May
QEP Lead updates college foundation at annual meeting
March-April
Continual QEP Team meetings to create/organize/prepare all areas of QEP final document
Finalize all components and begin writing/editing the QEP in its entirety
March
Create action plan and implementation timeline—determine if implementing in phases
February
QEP Team members organize an open QEP forum for faculty and staff to ask questions and offer suggestions relative to topic
Students and QEP Team led additional focus groups to determine critical areas relative to topic
January-October
Perform all campus marketing activities and notifications
QEP Marketing Sub Group creates multiple marketing activities and promotions plan/timeline regarding QEP; contest to select official name of QEP and associated logo
January-May
QEP Team continues to refine and write student learning outcomes related to topic/focus; design and prepare related assessments and measurements
QEP Team member may attend additional conference for continued professional development on selected topic (advising)
January
QEP Leader speaks with Faculty Council to provide more in depth information surrounding QEP Topic and expectations for success
QEP Team members meet with campus leadership to discuss budget / institutional commitment
QEP Team members research campus space allocation possibilities to support topic
College President updates college on QEP status at inaugural week events making sure to reach all campus areas; QEP Leader speaks with various constituents on campus to provide QEP updates
2016
December
QEP DevelopmentTeam members attend SACS Annual Conference
November
Purchased College Scheduler as the lead software component for supporting the QEP Topic
October
QEP Development Team member serves as an observer on a SACS onsite visiting team for added experience and understanding of QEP development/implementation
September-October
QEP Team begins to establish and write student learning outcomes related to topic/focus; design and prepare related assessments and measurements
September
QEP Team selects a marketing subgroup from within team to assist the current marketing lead person; research done to establish marketing timeline, list promotions etc. for spreading the QEP word to allow for full understanding and involvement
August
QEP Leader updates college on QEP status and announces topic selection at inaugural week events making sure to reach all campus areas
July
Select QEP Team members attend QEP Summer Institute
Selection of QEP Topic
2016
June-July
QEP Leader travels to all campus locations to hold focus groups with faculty Summer Institutes
July-August
QEP Selection Team conducts additional research on subtopics within the main QEP topic. Also have additional communication within the QEP Team. Based on this research and discussions, topic is narrowed to manageable concepts which can be implemented, have defined learning outcomes and measurements
After topic selection QEP Team reaffirms decision with another needs analysis using more current data from any available studies/surveys
QEP Team continues literature review on selected topic
June
Identify QEP Team members to begin working over the summer on the QEP Document
Early June
QEP Team reviews proposals using established rubric and selects official QEP TOPIC with proposed area of focus for implementation
May
Select QEP Development Team members to attend the SACSCOC QEP Summer Institute
QEP Lead updates college foundation at annual meeting
Call for proposals in the identified advising area emailed to all employees, students, Foundation Trustees, County Chamber Members, program advisory board members, K-12 partners, (guidelines and rubric included) Article submitted to local newspapers encouraging community members to submit proposal as well
April
QEP Team member gives status update to the Full SACSCOC Leadership team, including the college's executive council
QEP Team working group develops guidelines and evaluation rubric for collecting / grading proposals in this topic area
March
QEP Development Team Meets and reviews ranking results from constituents and narrows topic down to one subject area, advising.
QEP Development Team budget sub-group presents budget request/needs for the upcoming year to the colleges budget council.
January
Surveys (Survey Monkey) sent to faculty, staff, students, High School stakeholders (counselors), County Chamber Members, Foundation Trustees, and program advisory board members asking to rank the six established topic areas in order of importance.
Presidents message about QEP, along with the link to the survey for topic ranking featured in The Hub (college publication that is sent to alumni, foundation trustees, and friends of Walters State. Reaches 24,000 stakeholders.
QEP Leader updates college on QEP status at inaugural week events making sure to reach all campus areas; lists the six potential topics and their related definition; also makes aware of ranking survey to be distributed in the upcoming days
QEP Leader updates adjunct faculty at their beginning of semester dinner/orientation
2015
December
Member of QEP Development Team updates the college's executive council on the current status of topic selection to this point. Permission obtained to speak at the colleges inaugural breakfast college wide event.
Fourth QEP Development team meeting; meets and reports on all areas of potential topic resources. Each area is discussed as to its relevance to student learning outcome opportunities. Team narrows potential topic subject areas to 6 to be resent out to faculty, staff, students, and constituents for ranking.
Select members of SACS Leadership and QEP Development Team attend SACS Annual Meeting in Houston
November/December
QEP Team works to narrow the topics to six areas, using all the previous data and surveys collected
November
QEP web page established, includes all minutes, updates, and materials available for review
Third QEP team meeting, checked on progress of working groups to review CCSSEE results, SENSE Survey results, Enrollment Services Surveys, Student Communication Survey, other student service areas surveys, and any documentation from various meetings that help identify areas of need that are important to students. QEP Team is also identifying and reviewing successful QEP topics from other colleges for initial brainstorming.
Focus groups with students, faculty and staff at off campus sites meet to discuss possible topic ideas
October
Preparations have begun to allow QEP Development Co-Chairs to attend an on site review at another institution.
Communication sent from Vice President of Student Affairs to all students encouraging participation in QEP open questionnaire for topic selection.
Communication sent from Presidents Office to faculty and staff encouraging participation in QEP open questionnaire for topic selection.
QEP Co-Chair sent email reminders sent to all external constituents receiving the open questionnaire.
Held individual focus group discussion sessions with faculty and staff on the main campus.
Publicized QEP and the open questionnaire on college's social media sites
Second QEP Development Team meeting, reviewed QEP processes. Heard update reports from previously assigned working groups. Reviewed/updated timeline. Established a marketing and communications working group. Budget manager assigned. Assigned members to each of the QEP Guidelines (10 indicators) to ensure they are addressed throughout the process.
QEP Co-Chair speaks at college's Foundation meeting to inform the board and trustees of the QEP process and relevance to accreditation reaffirmation. Also distributed initial questionnaire to trustees for possible topic ideas.
September
Distributed open questionnaire to faculty, staff, students, secondary school system partners, WIOA Staff (Workforce Investment Opportunity Act), and program advisory boards, on what they believe is needed to change and improve student learning at Walters State.
Shared network drive created for all development team to access working documents.
Created a QEP Development Team email for communication consistency on all things QEP.
First QEP Development Team meeting, working groups are assigned to look at different data collection opportunities for topic selection. Upcoming timeline is discussed. Survey questionnaire is developed. Prizes approved for random selection from questionnaire submissions to promote participation.
Development timeline
2015
September
ONGOING Continuous QEP Team meetings; QEP Leads give constant updates to QEP Full Leadership Team
August
ONGOING QEP Budget established with college leadership; will continue each budget cycle throughout development and implementation
QEP Co-Chairs presented a QEP process introduction at bi-annual faculty meeting
July
Co-Chairs and two Development team members attended SACS annual summer QEP institute in Orlando
June
QEP Development Team was selected by the SACS Leadership team
