Jun 06, 2023 Audit Committee Meeting

[1. Roll Call - Announcement of a Quorum]

[00:00:02]

GOOD MORNING, EVERYONE.

GOOD MORNING. WELCOME TO DALLAS COLLEGE JUNE, THE AUDIT COMMITTEE MEETING.

MORNING ALL. I HOPE YOU CAN HEAR ME.

WE DO HAVE A QUORUM PRESENT.

THE COMMITTEE MEMBERS OF THE AUDIT COMMITTEE ARE MAYOR CHARLOTTA, COMPTON AND MYSELF AS CHAIR.

DIANA FLOYD IS PRESIDENT OR PAUL MAYER AND DIANA FLOYD.

SO WE WILL CONVENE AT 9 A.M.

SHARP. DR. GARCIA IS SHE'S JOINING, BUT SHE'S NOT A MEMBER, BUT SHE IS ON THE BOARD.

SO WELCOME ALL.

IN ACCORDANCE WITH CHAPTER 5.51 OF THE TEXAS OPEN MEETINGS ACT, I CALL TO ORDER THE AUDIT COMMITTEE MEETING OF THE BOARD OF TRUSTEES OF DALLAS COLLEGE FOR JUNE 6TH, 2023, AT 9 A.M.

MEMBERS OF THE PUBLIC WILL FOLLOW THE INSTRUCTIONS ON THE DALLAS COLLEGE BOARD OF TRUSTEES WEBSITE FOR REGISTERING TO SPEAK DURING THE PUBLIC COMMENT PORTION WILL BE GIVEN FIVE MINUTES. THIS AUDIT COMMITTEE MEETING IS BEING BROADCAST OVER THE INTERNET.

AN AUDIO RECORDING AND TRANSCRIPT OF THIS MEETING ARE BEING MADE AND WILL BE AVAILABLE TO THE PUBLIC ON THE BOARD'S WEBSITE AFTER THE MEETING AT A LATER DATE.

[2. Certification of Notice Posted for the Meeting]

THANK YOU, MISS MOLINA.

ARE THERE ANY CITIZENS DESIRING TO ADDRESS THE BOARD? NO, MA'AM. NO ONE HAS SIGNED UP TO THIS COMMITTEE MEETING.

THANK YOU VERY MUCH. WITH THAT, WE'LL MOVE ON TO THE INTERNAL AUDIT QUARTERLY REPORT FOR THE THIRD QUARTER ENDING MAY 31ST, 2023.

[4.1. Internal Audit Quarterly Report 3rd Quarter Ending May 31, 2023 Presenter: Lori Cox]

SZCZERBOWSKI. PAUL STRABOLGI.

THANK YOU PAUL. MR..

AND I'M FILLING IN FOR LORI.

MADAM CHAIRPERSON AND TRUSTEES, I AM HONORED TO PRESENT OUR THIRD QUARTER REPORT.

IF YOU COULD ADVANCE TO THE NEXT SLIDE.

THIS IS THE AGENDA THAT WE'RE GOING TO BE COVERING TODAY.

DO I ADVANCE? YOU CAN BE IN CONTROL.

OH, MY. YOU GOT A TOY THERE? HERE WE ARE. THIS IS OUR AGENDA.

TODAY, WE'RE GOING TO BRIEFLY REVIEW OUR PRIORITIES, TALK ABOUT OUR ENGAGEMENT PROCESS, GIVE YOU ALL AN UPDATE ON OUR ENGAGEMENTS AND SPECIAL PROJECTS.

SHOW THAT WE'RE ON TRACK TO COMPLETE OUR PLAN, OUR ANNUAL PLAN, BY THE END OF THE FISCAL YEAR, AND TO DESCRIBE WHAT WE'RE DOING IN TERMS OF OUR RISK ASSESSMENT, IN TERMS OF PLANNING FOR OUR FISCAL 24 PLAN.

THIS IS OUR ORGANIZATION.

WE ARE FULLY STAFFED.

THESE ARE THE INDIVIDUALS THAT ARE PART OF THE INTERNAL AUDIT DEPARTMENT.

I WOULD LIKE TO ACKNOWLEDGE THE CORWIN MITCHELL SEATED IN THE BACK IS HERE TODAY.

CORWIN CAME TO US FROM EL CENTRO ALMOST TWO YEARS AGO AND HAS BEEN A VALUABLE ADDITION TO OUR TEAM.

IT JUST AS EVERY OTHER DEPARTMENT IN THE COLLEGE, WE ALIGN OUR MISSION AND OUR AUDIT ACTIVITIES TO THE STRATEGIC PRIORITIES.

AND THAT IS WE ARE CREATING A HIGH PERFORMANCE WORKING AND LEARNING CULTURE THAT DEVELOPS LEADERS AT ALL LEVELS.

WE INCREASE OUR SKILL, PROFICIENCY, PROFICIENCY, AND WE SUPPORT.

REQUIRED BY OUR STANDARDS TO TAKE 40 HOURS OF PROFESSIONAL DEVELOPMENT PER YEAR.

AND THAT'S ABOVE AND BEYOND THE COLLEGE REQUIREMENTS.

BRIEFLY WALKING YOU THROUGH OUR ENGAGEMENT PROCESS.

IT IS A VERY LENGTHY PROCESS FROM PLANNING ALL THE WAY THROUGH REPORTING.

REPORTS ARE ONLY SENT TO THE BOARD AND THE CHANCELLOR AFTER MANAGEMENT HAS SUPPLIED THEIR CORRECTIVE ACTION PLAN.

SO AT ANY GIVEN TIME, AT A COMMITTEE MEETING UPDATE, WE WILL HAVE ENGAGEMENTS IN EITHER A COMPLETED STATUS OR REPORTING STATUS OR FIELDWORK STATUS OR PLANNING STATUS.

THIS IS OUR PROCESS.

ONE THING THAT WE IMPLEMENTED WITH MS..

COX COMING ON BOARD IS THE CONCEPT OF CONTINUOUS ENGAGEMENTS.

THESE ARE ENGAGEMENTS FOR LARGE AREAS OF THE COLLEGE, SUCH AS SAFETY AND SECURITY, IT PROCUREMENT, ETCETERA.

AND SO WHAT WE DO, RATHER THAN SPENDING ONLY A SMALL PORTION AND THEN NOT GETTING TO THAT AREA FOR ANOTHER PERIOD OF TIME, WE TAKE A SECTION OF AN AREA AND WE AUDIT THAT EACH QUARTER.

SO IN THE CASE OF FIXED ASSETS, WE DID A CONTINUOUS PROCESS WHERE WE WERE PLUGGED IN AND WE CAN SEE WHERE WORKDAY TESTING HAS BEEN COMPLETED AND THEY ARE CONTINUING TO IMPROVE THEIR CONTROLS.

[00:05:03]

THIS QUARTER, WE CHOSE TO LOOK AT PCI COMPLIANCE.

THAT IS THE PAYMENT CARD INDUSTRY STANDARDS.

THE CARD BRANDS HAVE COME UP WITH 12 REQUIREMENTS THAT WE MUST MEET IN ORDER TO ACCEPT CREDIT CARDS.

WE RUN SCANS ON OUR NETWORKS BOTH INTERNALLY AND EXTERNALLY, AND WE HAVE A VERY STRONG TEAM.

WE ARE VERY MUCH IN COMPLIANCE, PROCUREMENT AND PROCUREMENT.

WE HAVE LOOKED AT THIS FOR QUITE SOME TIME.

THIS QUARTER WE LOOKED AT CORRECTIVE ACTION FOR PRIOR AUDIT REPORTS.

AND ONE OF THE BLESSINGS OF WORKDAY IS THAT MANY OF THE AREAS THAT WERE SOMEWHAT CUMBERSOME OR NOT AS STREAMLINED AS THEY COULD BE HAVE BEEN IMPROVED SIGNIFICANTLY THROUGH WORKDAY.

AND WE'RE VERY HAPPY TO SEE THAT THERE ARE STILL SOME OPPORTUNITIES THAT EXIST WITHIN PROCUREMENT TO IMPROVE THEIR PROCESSES.

AND MANAGEMENT IS ADDRESSING THOSE ISSUES AS WE SPEAK.

SAFETY AND SECURITY.

WE LOOKED AT RESPONSIVENESS OF THE POLICE DEPARTMENT TO SERVICE CALLS, THE IMPLEMENTATION OF THE MOBILE APP THAT CAN BE USED TO NOTIFY THE POLICE AND THEN A CONTINGENCY PLAN IN CASE THE POLICE CALL CENTER WENT OFFLINE.

THE CONTINGENCY PLAN WAS VERY ROBUST.

AND IN THE SAMPLING PERIOD THAT I LOOKED AT OUR RESPONSE TIME FROM WHEN THE CALL CAME IN TO WHEN THE OFFICERS WERE ON SITE WAS 5.2, FOUR MINUTES.

AND THAT'S SIGNIFICANTLY BELOW ANY OF THE LOCAL AGENCIES THAT WOULD PROVIDE THAT SERVICE.

SO WE HAVE A VERY STRONG POLICE DEPARTMENT.

ONE MOMENT, PLEASE. ON THE PROCUREMENT PROCESS, MR. BOYD ISN'T HERE AS FINANCE CHAIR, BUT WOULD IT BE POSSIBLE FOR US TO GET A BRIEF REPORT OR UNDERSTANDING OF OUR PROCUREMENT PROCESS FOR DALLAS COLLEGE, SIR, AT A FUTURE MEETING? THANK YOU. MOVING ALONG TO AUDITS AND SPECIAL REVIEWS IN DUAL CREDIT. THERE ARE SIGNIFICANT CHALLENGES WITH THE ADMINISTRATION OF THE DUAL CREDIT THAT WERE RAISED.

AND SO THAT THAT WAS ONE OF THE REASONS WHY WE CHOSE TO LOOK AT THIS AREA.

THERE'S ALSO SIGNIFICANT EDUCATIONAL PARTNERSHIPS BETWEEN THESE ISDS AND CHARTER SCHOOLS.

AND SO WHAT WE DID IS WE GENERATED A SURVEY THAT WENT OUT TO 56 CHARTER AND PRIVATE SCHOOLS, 17 ISDS THAT WORKS OUT TO BE 212 CONTACTS OF THAT.

WE HAD A RESPONSE RATE OF 36% OR 76 RETURNED SURVEYS, AND WE'RE IN THE PROCESS OF CONDUCTING FOLLOW UPS WITH THOSE SCHOOLS.

AND THEN WE'RE GOING TO SUMMARIZE THOSE RESULTS AND REPORT THOSE TO DUAL CREDIT LEADERSHIP.

YOU STATED THAT THERE WERE SIGNIFICANT CHALLENGES WITH DUAL CREDIT.

CAN YOU NAME JUST ONE ONE OF THEM TO GIVE US AN IDEA OF WHAT WHAT WE'VE FOUND IS THAT THERE SEEMS TO BE A LOT OF MANUAL STEPS INVOLVED AND SPREADSHEETS AND SO FORTH.

THANK YOU. IN THE INTERNATIONAL STUDENT OFFICE, WE WERE LOOKING AT THE PROCESSES RELATED TO THOSE STUDENTS.

IN PARTICULAR, WE WERE LOOKING AT THE REQUIREMENTS AND THE COMPLIANCE WITH DOCUMENTS THAT ARE REQUIRED FOR THOSE STUDENTS, SUCH AS AFFIDAVITS AND VACCINATIONS AND FINANCIAL SUFFICIENCY AND SO FORTH.

JUST TO GIVE YOU AN IDEA OF THOSE INTERNATIONAL STUDENTS WHICH ARE CATEGORIZED AS F-1 IN FALL 2022, THERE WERE 1544, AND IN THE SPRING OF 2023, THERE WERE 2041.

AGAIN, AS FIELDWORK IS UNDERWAY IN THAT AREA AND WE WILL DISCUSS ANY RESULTS PRIOR TO ISSUANCE OF THE AUDIT REPORT WITH THE INTERNATIONAL STUDENT OFFICE.

THEY HAVE, AS WE NOTED, A VERY ROBUST SHAREPOINT WEBSITE WHERE THEY STORE THEIR INFORMATION.

MOVING ALONG TO REGISTRATION AND ENROLLMENT PROCESS REVIEW AND THE SUCCESS COACH PROGRAM REVIEW.

THESE ARE SPECIAL REQUESTS AS WELL.

FIRST, I WOULD LIKE TO THANK THE STUDENT SUCCESS AND STUDENT SERVICES ORGANIZATION FOR THE EXCELLENT COOPERATION THAT WE'VE RECEIVED AND EXPEDITING THESE REVIEWS.

IN THE CASE OF THE REGISTRATION AND ENROLLMENT PROCESS, WE IN THE INTERNAL AUDIT DEPARTMENT DID SECRET SHOPPER CALLS.

[00:10:07]

THERE WERE ALL SORTS OF CATEGORIES THAT WE CHOSE.

AND WHAT WE FOUND WITH THE COMBINATION OF THOSE CALLS AND CONDUCTING ON CAMPUS AND VIRTUAL STUDENT FORUMS THAT THE STUDENTS HAD ACCESS TO RESOURCES AND SERVICES ON CAMPUSES READILY.

HOWEVER, NAVIGATING THE PROCESS BY WHICH THEY NEEDED TO REGISTER, ENROLL WAS SOMEWHAT CHALLENGING FOR THEM.

AND AGAIN, WE'RE IN THE PROCESS OF SUMMARIZING THAT, AND WE'VE PROVIDED THE HIGH LEVEL OF BULLET POINTS TO THE STUDENT ORGANIZATION IN ADVANCE OF THE REPORT SO THAT THEY CAN BE PROACTIVE.

ONE OF THE CHALLENGES THERE AGAIN, MANUAL PROCESSES, MANUAL PROCESSES, STUDENTS NOT BEING AWARE, FOR EXAMPLE, OF HOW TO USE THE NAVIGATE APPLICATION. SO WE HAVE VERY GOOD TOOLS.

IT'S JUST THE AWARENESS IS NOT AS ROBUST.

THAT COULD BE. AND AGAIN, THE STUDENT ORGANIZATION IS AWARE OF THAT.

ON THIS ON THE SUCCESS COACHING PROGRAM, WE FOUND THAT THE LEADERSHIP HAD DEVELOPED A REALLY ROBUST STRATEGIC PLAN FOR FOR THEIR SUCCESS COACHES.

HOWEVER, THEY WERE CHALLENGED IN THAT THERE WERE NUMEROUS APPLICATIONS THAT WERE REQUIRED TO RECORD INFORMATION MULTIPLE TIMES AND THEN ALSO LIMITATIONS ON SPACE CONSIDERATIONS.

THERE WERE AREAS THAT WERE NOT FERPA FRIENDLY AND SO FORTH, AND I BELIEVE THOSE ARE BEING ADDRESSED AS WELL.

AGAIN, WE PROVIDE A BULLET POINTS TO THE STUDENT SERVICES ORGANIZATION AND WE WILL DISCUSS THE DETAILED FINDINGS PRIOR TO ISSUING THE REPORT. QUESTION.

EDUCATION AND WORKFORCE.

SO THE LAST TIME I ASKED THE QUESTION, STUDENTS ARE EXITING US WITH AN AVERAGE, I THINK WE SAID OF 80 HOURS INSTEAD OF THE 90 THEY USED TO EXIT US. SO ONCE WE SAW HOW MANY YEARS HAVE WE BEEN USING THE SUCCESS COACH MODEL? IS IT TWOFOLD OR THREE MRS 2 TO 2 YEARS.

SO WHEN CAN WE GET WHEN CAN WE EXPECT THAT TO BE SIGNIFICANTLY IMPACTED IN TERMS OF THE AVERAGE AMOUNT OF OUR STUDENTS EXIT FROM US WITH BECAUSE NOW THEY'RE GETTING HOPEFULLY THEY'RE GETTING THAT GOOD ADVISING? YEAH, YEAH. DR.

JOSEPH I DON'T KNOW WHAT THE TRAJECTORY WILL SHOW.

I THINK IT WILL BE, IT WILL BE HARD TO GIVE YOU A DATE, BUT I THINK AS, AS PAUL HAS MENTIONED, A LOT OF OUR CHALLENGES ARE SYSTEMS AND THAT WE'RE WORKING WITH WORKDAY TO MAKE SURE THAT THAT ALLOWS US TO HAVE EVERYTHING IN ONE PLACE, BECAUSE PART OF THE CHALLENGE IS FOR THE SUCCESS COACH TO BE ABLE TO PROVIDE GOOD ADVICE.

THEY NEED TO BE ABLE TO HAVE ALL THE INFORMATION IN ONE PLACE.

SO CURRENTLY, EVEN THOUGH IT DOESN'T SEEM LIKE A LOT, BUT TEN HOURS DIFFERENCE BETWEEN WHEN THEY WERE GRADUATING BEFORE WITH 90 TO 80, THAT'S THREE COURSES AT A MINIMUM, RIGHT? THAT THEY ARE NOT ONLY SAVING TIME BY SAVING MONEY AND GETTING BETTER ADVICE.

SO I WOULD I WOULD HATE TO SAY, YOU KNOW WHAT, FIVE YEARS.

BUT I THINK THE MAKING SURE THAT WE HAVE A ROBUST SYSTEM AND THAT'S WHAT WE'RE WORKING ON.

WE HAVE DEDICATED STAFF THAT ARE WORKING WITH JIM AND A VARIETY OF OTHER FOLKS TO HAVE A GOOD IMPLEMENTATION OF WORKDAY STUDENT.

THAT WILL BE THE PIECE THAT WE WILL USE AND TRY TO TO USE THE 25 TOOLS THAT PAUL TALKED ABOUT THAT SUCCESS COACHES HAVE TO GO THROUGH TO GET A FULL PICTURE OF A STUDENT, WHERE THEY ARE, WHERE THEY'RE GOING, WHAT HAVE THEY TAKEN, WHAT ARE THEIR STRENGTHS AND WEAKNESSES, AND HOW BETTER ADVISE THEM.

SO TO MAKE SURE THAT THEY ARE NOT TAKING HOURS, THAT THAT DON'T REALLY TAKE THEM WHERE THEY WANT TO GO.

THANK YOU. AS LONG AS WE GET UPDATES ON THAT, THAT'S A VERY IMPORTANT ISSUE BECAUSE IT'S SAVING STUDENTS TIME AND MONEY.

AND THAT'S ONE OF THE REASONS THAT WE MADE THIS HUGE INVESTMENT IN SUCCESS COACHES AND INVESTMENTS AND OTHER INITIATIVES.

ABSOLUTELY. AND AS DR.

JOSEPH MENTIONED, WITH WORKDAY COMING ON BOARD, INTERNAL AUDIT WILL CONTINUE OUR PRESENCE ON THE PROJECT AND WITH OUR KNOWLEDGE OF THE COLLEGE AND STUDENT WILL CONTRIBUTE WHERE WE CAN TO MAKE THAT THE BEST PRODUCT THAT IT CAN BE.

MOVING ALONG TO THE HUMAN RESOURCES RELATED PROJECTS.

MS. COX IS MEETING WITH OUR NEW CHIEF HUMAN RESOURCES OFFICER TO DISCUSS THE TIMING ON THESE AND IF HE HAS OTHER AREAS THAT WOULD BETTER BE AUDITED AT THIS POINT IN TIME.

[00:15:03]

THAT'S AN AREA THAT I'M RESPONSIBLE FOR.

SO WE DID NOT DETECT ANY FRAUD.

THE BIGGEST ACTIVITY ON THAT IS THAT PEOPLE OFTEN USE IT TO REPORT SPAM AND PHISHING, AND THAT'S JUST GREAT BECAUSE WE CAN GET THAT TO OUR I.T.

FOLKS AND SHUT THAT DOWN RATHER RAPIDLY.

AND ONE THING THAT CAME OUT OF THAT IS THAT A COURSE, AN EMAIL WENT OUT TO THE STUDENTS ALERTING THEM ON TO BE CAREFUL FOR THOSE TYPE OF EMAILS BECAUSE WE ACTUALLY HAD A COUPLE OF STUDENTS THAT FELL FOR THAT SCAM AND LOST SOME MONEY.

OTHER PROJECTS THAT ARE UNDERWAY.

WE'RE DOING A POLICY AND PROCEDURE SPECIAL PROJECT NOW, AND EACH AUDIT WE DO LOOK AT POLICIES AND PROCEDURES, BUT THIS EFFORT IS MORE OF AN INVENTORY OF THE POLICIES AND PROCEDURES TO IDENTIFY IF WE HAVE ANY MAJOR GAPS THAT, FOR EXAMPLE, COULD IMPACT OUR ACCREDITATION OR OUR OPERATIONS.

A QUESTION FOR MR. WHITMAN. SO WE TYPICALLY WERE NOT IN THE PRACTICE OF REGULARLY SCRUBBING OUR POLICIES OR REVIEWING THEM TO SEE WHAT WAS STILL RELEVANT, WHAT NEEDED TO BE CHANGE, ETCETERA, ETCETERA. I KNOW THAT IS CHANGED NOW.

EVERY HOW OFTEN DO YOU ALL GO THROUGH THIS PROCESS? IS IT A CONTINUING, ONGOING OR IT IS.

IT IS A CONTINUING PROCESS BECAUSE AS THE BOARD, AS YOU KNOW, WE DO A REGULAR ANNUAL UPDATE FROM OUR PARTNERS ON OUR BOARD AND THROUGHOUT THE YEAR AS WE'RE WORKING ON POLICIES, WE'RE REVIEWING THEM FOR THEIR THE NEED OF UPDATE AS WE'VE CONSOLIDATED TO A SINGLE ENTITY.

WE FOUND THAT THERE WERE A LOT OF POLICIES THAT NEED TO BE UPDATED.

SO IT'S AN ONGOING PROCESS.

WE WE HAVE A MORE TRICIA IS NOT HERE UNFORTUNATELY TODAY BECAUSE SHE DOESN'T NO FORMAL PROCESS FOR THAT AND SHE CAN SPEAK TO THAT MORE BETTER THAN I BUT WE CAN GIVE YOU AN UPDATE ON THAT AT A FUTURE MEETING.

BUT NO, IT'S GOOD TO KNOW THAT THAT'S CONTINUAL BECAUSE IN THE PAST AND I'M TALKING TEN PLUS YEARS IN THE PAST, THAT THE BOARD NEVER GOT A SENSE THAT THAT WAS AN ONGOING PROCESS THAT WE WOULD GO THROUGH AND SCRUB OR ADD OR WHATEVER THAT NEEDED TO BE DONE.

WE WE'VE TAKEN CARE TO DO THAT.

AND THAT IS THAT IS OUR IT'S A CONSISTENT MISSION THAT WE HAVE NOW AND MAKE SURE THAT WE DO THAT.

AND AND OF COURSE, OVER THE LAST COUPLE OF YEARS WITH THE CONSOLIDATION THAT'S CAUSED US TO HAVE TO GO BACK THROUGH NOW AND LOOK AT POLICIES THAT MIGHT BE OUTDATED BECAUSE THE REFERENCE TO SEVEN SEPARATELY ACCREDITED COLLEGES AND THINGS OF THAT NATURE.

BUT IT IS ONGOING.

WELL, IN BCG POINTING OUT WHAT WAS IT FOR OVER 40 POLICIES THAT WERE EITHER NEEDED OR TO BE DELETED OR WHATEVER, COULD HAVE BEEN SOMETHING ALONG THAT LINE.

YES. AND WE DO NO LONGER HAVE THOSE.

SO WE ADDRESS ALL OF THOSE.

THANK YOU. THANK YOU. MISS FLORES.

YES. DR. GARCIA WOULD LIKE TO HAVE QUESTIONS.

SO THANK YOU FOR POINTING THAT OUT.

YES, DR. GARCIA. CAN'T HEAR YOU.

COME ON. THIS WAY.

I WANT TO ASK ABOUT SUCCESS, COACH.

RESULTS. HOW DID WE GET THOSE? DO WE GIVE A SURVEY TO ALL THE STUDENTS? ONLY SOME STUDENTS.

AND WHEN YOU PUT THE DATA TOGETHER.

MAY BE CONSIDERED SLIGHTLY DIFFERENT BECAUSE OF THE DIFFERENT STUDENT NEEDS.

I WOULD LIKE TO KNOW MORE ABOUT HOW THE SUCCESS STUDENT GROUP IN TERMS OF USING THE SUCCESS COACHES.

WE HAD A WONDERFUL ARTICLE IN THE PAPER RECENTLY AND I LOVED IT AND I NEED TO HEAR DIRECTLY FROM YOU ALL.

TELL ME WHAT IS HAPPENING SPECIFICALLY WITH THAT AREA.

AND IF WE'RE NOT GETTING IT TODAY, WHEN ARE WE GETTING IT? AND THAT WAS A COLLECTIVE.

THE GENERAL. SO, DOCTOR, YOU'RE ASKING ABOUT THE DATA AROUND THE SUCCESS OF SUCCESS COACHES.

IS THAT RIGHT? SO.

THAT'S RIGHT. I WAS ASKING HOW WE COLLECTED THE DATA AND THEN.

IN TERMS OF CHESS COACHES AND THEN ALSO THE DATA FROM THE SUCCESS COACHES THEMSELVES, NOT JUST THE STUDENTS ABOUT HOW THEY THOUGHT IT WAS GOING.

OKAY. DR. JOSEPH, YOU WANT TO SPEAK TO KIND OF THE INTERACTION WITH STUDENTS AND THEN ALSO WHAT WE HEAR FROM SUCCESS COACHES ABOUT THE SUCCESS OF THE MODEL? WELL, OF THE MODEL ITSELF, OF THE MODEL, AND I DID GET A REPORT ON THAT, WHETHER 2 OR 3 MONTHS AGO SPECIFICALLY, I'M A SUCCESS DOCTOR SKILLS MADE A PRESENTATION ABOUT SUCCESS COACHING IN PARTICULAR AND SHARE THE DATA RESULTS THERE.

AND WE HAD SOME SUCCESS COACHES PRESENT THAT SPOKE TO THE WORK THAT THEY DO AND THEY HAD SOME OF THEIR STUDENTS WITH THEM.

IF IF WHAT YOU ARE ASKING FOR, DR.

[00:20:01]

OKAY. WE CAN PROVIDE THAT AGAIN.

SURE. AND, YOU KNOW, AS TRUSTEES, IT'S HARD FOR US TO KEEP ALL THE INFORMATION IN OUR MINDS IN FRONT OF MIND BECAUSE WE GET SO MUCH.

SO I DON'T KNOW IF IT WOULD BE HELPFUL FOR DOCTOR GARCIA TO SHARE THAT WITH HER AGAIN, BECAUSE I THINK THERE WERE SOME REALLY GOOD DATA POINTS AND FEEDBACK FROM STUDENTS AND SUCCESS COACHES THEMSELVES IN THAT PRESENTATION.

SURE, NO PROBLEM.

I TEND TO LOOK AT PATTERNS, SO I DON'T NEED INDIVIDUALS TELLING ME INFORMATION.

I JUST NEED THE SUMMARY OF THE RESULTS AND HOW THE RESULTS WORK.

WILL DO. THANK YOU, DR.

GRAZIANO. ANYTHING ELSE? NO, NOT RIGHT NOW.

THANK YOU. AND YES, THAT ARTICLE.

THAT ARTICLE IN THE DALLAS MORNING NEWS WAS WAS VERY ENLIGHTENING FOR.

FOR THE TWO STUDENTS.

SO IT OBVIOUSLY THE PROGRAM IS WORKING.

IN TERMS OF THE SPECIAL INVESTIGATIONS, THERE WERE THERE WERE A COUPLE.

ONE RELATED TO THE BRIDGES ACROSS TEXAS.

LOUIS STOKES, ALLIANCE FOR MINORITY.

PARTNERSHIP. THAT'S A GRANT THAT'S IN THE STEM AREA.

THERE WAS AN INDIVIDUAL THAT HAD.

HAD NOT BEEN NOTIFIED ONE WAY OR THE OTHER IF THEY'D BEEN AWARDED.

AND WE LOOKED AT THE AWARDING PROCESS, THAT SOUND THAT WE MADE SOME.

RECOMMENDATIONS IN TERMS OF HOW TO COMMUNICATE DECISIONS TO THE STUDENTS IN TERMS OF IF THEY RECEIVED IT OR NOT.

AND THEY'VE IMPLEMENTED THOSE.

THE OTHER OTHER WAS A GRANT RELATED ISSUE THAT WAS REVIEWED WITH THE APPROPRIATE DEPARTMENT AND THE LEADERSHIP. WE FOUND THAT HOW THEY ACTED WAS IN COMPLIANCE WITH THE WITH THE GRANT RULES AS SUCH.

SO THERE WAS NO ISSUE THAT WAS IDENTIFIED THERE.

AS I BRIEFLY MENTIONED, WE'LL CONTINUE OUR ENGAGEMENT WITH WORKDAY BOTH ON THE MODULES THAT ARE IMPLEMENTED AND THE UPCOMING STUDENT MODULE.

THE STUDENT MODULES MADE UP OF MANY COMPONENTS AND WE LOOK FORWARD TO WORKING WITH THE PROJECT TEAM.

THE METHODOLOGY THAT THEY WERE USING, THE SCRUM METHODOLOGY AND AGILE DEVELOPMENT SEEM TO BE VERY EFFECTIVE IN TERMS OF WHAT WAS IMPLEMENTED.

THIS IS AN OVERVIEW OF OUR PLAN.

AS I MENTIONED IN THE BEGINNING, WE ARE ON TRACK TO HAVE ALL OF THIS COMPLETED BY THE END OF THIS FISCAL YEAR.

AGAIN, WE'VE STARTED THE CONTINUOUS ENGAGEMENTS FOR IT AND SECURITY AND SAFETY AND SECURITY AT THIS POINT.

EVERYTHING ELSE IS TRACKING TO FINISH BY THE END OF THE YEAR.

VERY GOOD. ANY QUESTIONS? I DIDN'T LET YOU FINISH.

THIS IS OUR PLAN.

LOOKING AT IT ORGANIZATIONALLY BY EACH AREA.

AGAIN, OPERATIONS BEING A SIGNIFICANT PORTION OF OUR PLAN.

AND HOW DO WE DEVELOP OUR PLAN? WE USE A RISK BASED APPROACH.

SO WE'RE AT THE BEGINNING OF THIS PHASE NOW WHERE WE'RE IDENTIFYING THE RISKS SHORTLY.

AND IN FACT, NEXT WEEK THE BOARD WILL RECEIVE THEIR SURVEY AND AND BOARD MEMBERS.

IF YOU WOULD PREFER TO MEET WITH MISS COX, TO HAVE AN INTERVIEW.

SHE'S MORE THAN WILLING TO WORK WITH YOU ON YOUR SCHEDULES TO DO THAT.

WE WILL THEN SURVEY OTHER DEPARTMENTS WITHIN THE ORGANIZATION.

WE'RE GOING TO BENCHMARK THIS AGAINST OTHER AUDIT SHOPS, BOTH IN INDUSTRY AS WELL AS WITHIN EDUCATION, AND THEN WE'LL BRING YOU OUR PLAN AT THE SEPTEMBER MEETING.

AND WITH THAT, DO YOU HAVE ANY QUESTIONS OF ANY KIND FOR US AS THE DEPARTMENT? AGAIN, WE'RE GRATEFUL TO BE ABLE TO SERVE YOU, AND WE THANK YOU FOR THE RESOURCES AND THE FUNDING THAT YOU'VE PROVIDED SO THAT WE CAN DO OUR JOBS EFFICIENTLY AND EFFECTIVELY FOR THE COLLEGE. ANY QUESTIONS? YOU GOT A QUESTION, DR.

GARCIA? YES.

THANK YOU VERY MUCH. THIS IS AWKWARD FOR YOU, AND I AM SORRY I HAVE TO DO THIS.

OH. WHAT I WANTED TO UNDERSTAND IS WHEN YOU WERE DOING THE RISK ASSESSMENT WHEEL THAT YOU DID, WHICH I THINK IS A VERY GOOD IDEA, I DIDN'T SEE ANYTHING ABOUT WHAT'S HAPPENING IN THE WORLD NOW.

LIKE THE BIRTH IS GOING DOWN.

WE'RE NOT PRODUCING AS MANY CHILDREN.

THERE AREN'T GOING TO BE MANY STUDENTS AVAILABLE.

IT'S GOING TO CONTINUE TO GO DOWN UNTIL IT HITS A BALANCE POINT.

[00:25:02]

AND SO THAT'S DEFINITELY WHAT YOU WILL SEE HERE IN THE NEXT MONTH OR SO WHEN WE GET IN DEEPER INTO OUR COMPREHENSIVE ENROLLMENT MANAGEMENT PLAN OF WHAT ARE WE DOING TO ACCOUNT FOR THAT.

SO ANYTHING FURTHER, DOCTOR GARCIA? RIGHT NOW I'M PUNCHING SOMEONE.

SO YOU REFERENCED ENROLLMENT MANAGEMENT PLAN ONE FORTHCOMING NOW? YES, MA'AM. AND THE PLANNING SESSION WILL DO LATER THIS MONTH.

YOU'LL SEE. I'M CURIOUS, IN LINE WITH DOCTOR GARCIA'S QUESTION, WHAT ENVIRONMENTAL SCANS WERE UNDERTAKEN TO HELP FORMULATE THE ENROLLMENT MANAGEMENT PLAN.

DOCTOR JOSEPH, YOU WANT TO SPEAK TO THE FRAMEWORK? SO THERE ARE A COUPLE OF THINGS THAT THAT WE'VE DONE IN IN TERMS OF THE ROMAN MANAGEMENT PLAN.

WE HAVE AN ENROLLMENT MANAGEMENT.

ENROLLMENT MANAGEMENT TO BEGIN WITH IS NOT ONLY RECRUITMENT, RIGHT? IS THE RECRUITMENT PIECE, BUT THE RETENTION PIECE, COMPLETION, GRADUATION AND EMPLOYMENT.

SO WE'RE WE ARE LOOKING AT IT HOLISTICALLY.

WE HAVE A PIECE THAT IS ON RECRUITMENT AND ADDRESSING WHAT THE CHANCELLOR JUST MENTIONED IN TERMS OF DEMOGRAPHICS, HIGH SCHOOLS, WE HAVE LESS HIGH SCHOOL GRADUATES. AND WHAT ARE WE GOING TO DO ABOUT THAT? HOW DO WE LOOK FOR DIFFERENT MARKETS IN TERMS OF ESPECIALLY IN TERMS OF ADULTS AND ALIGNING THOSE WITH ACADEMIC OFFERINGS, WITH CTE OFFERINGS IN TERMS OF SHORTER, SHORTER TERM PROGRAMS, DIFFERENT TYPE OF SCHEDULING, WEEKENDS, EVENINGS, ALL THOSE ALL THOSE DIFFERENT ELEMENTS AS PART OF THAT CONVERSATION.

AND THEN THERE ARE OTHER PIECES THAT TALK ABOUT HOW WE'RE GOING TO GO ABOUT ADDRESSING RETENTION TO MAKE SURE THE STUDENTS PERSIST.

WE KNOW, BASED ON OUR DATA, THAT ONE OF THE BIGGEST ISSUES THAT STUDENTS FACE THAT AFFECTS THEIR PERSISTENCE IS HOW THEY PERFORM IN THE CLASSROOM.

SO I KNOW DR.

FLOYD AND HER TEAM ARE WORKING ON DIFFERENT WAYS IN WHICH WE CAN SUPPORT STUDENTS ALONG THE WAY TO MAKE SURE THAT THEY DO WELL IN THEIR CLASSES SO THEY PERSIST.

SO ALL THAT KIND OF INFORMATION, OUR INTERNAL DATA, EXTERNAL LOOKING EXTERNALLY, NATIONALLY AT DEMOGRAPHICS, HAS INFORMED WHAT OUR OUR DRAFT PLAN. NOW WE ARE WORKING ON WORK TEAMS THAT WILL BE CARRYING ON THE WORK AND DEVELOPING THESE STRATEGIES MORE COMPREHENSIVELY AND YOU WILL SEE THAT ALL THOSE STRATEGIES ARE ALIGNED TO BUDGET AND ALL OUR STRATEGIC PRIORITIES.

SO THAT'S PRETTY MUCH WHAT WE'RE WORKING ON.

LOOK FORWARD TO HEARING MORE ON THE PLAN AND ENCOURAGE YOU TO KNOW THAT WE LOOK NOT ONLY INTERNALLY BUT EXTERNALLY AS WELL TO WHAT'S COMING DOWN THE PIKE OR WHAT'S THERE NOW.

AGAIN, ANY OTHER QUESTIONS ON THE AUDIT REPORT? YES. DR. GARCIA.

OH, I'M SORRY, BUT THE SOUND IS SO BAD, I REALLY COULD NOT GET THE MEANING OF THE LAST PERSON'S DECLARATION.

IS ANYBODY TYPING UP THE MINUTES THAT THEY WOULD NOT MIND SHARING WITH ME SOMETIME TODAY BECAUSE I COULD NOT HEAR THAT PERSON? WELL, I'M SORRY. IT WAS ALL MUDDLED WITH WITH THE SPEAKERS WILL ENDEAVOR TO DO BETTER THAT THAT THE SPEAKERS CAN COME UP CLOSER SO YOU CAN HEAR EVERYTHING THEY SAID.

AND IN TERMS OF MINUTES PER I DON'T KNOW WHAT CAN BE PRODUCED TODAY, WE'LL HAVE AN UNEDITED VERSION OF THE TRANSCRIPT, PROBABLY AVAILABLE BY THE END OF THE DAY.

WE SHOULD HAVE THAT TO HER TODAY.

THAT, OF COURSE, WE COULD DO HERE. DO YOU HEAR ME? NO, NO. COME ON UP.

SIT. SIT AT ONE OF THE CHAIRS SO YOU GET PICKED UP.

WELL, PLEASE, DOCTOR, WE'LL HAVE A AN EDITED VERSION OF THE TRANSCRIPT AVAILABLE BY THE END OF THE DAY.

USUALLY THAT WILL BE, BUT IT WILL BE A VERY SORRY TO ASK YOU TO DO THAT, BUT I WANT TO HEAR WHAT WAS SAID AND I COULD NOT.

WE SHOULD HAVE FOR EVERY MEETING WE'LL BE ABLE TO HAVE A TRANSCRIPT FOR YOU.

WHAT RECORDING MEANS? YES. SO THERE'S A RECORDING OF THE MEETING.

YES. THAT THE RECORDING ITSELF WILL TAKE A LITTLE BIT LONGER TO BE POSTED.

BUT THE TRANSCRIPT, WE CAN PROBABLY GET TO YOU BY THE END OF THE DAY.

DOCTOR GARCIA. ANYTHING ELSE?

[00:30:01]

THE THANK YOU FOR THE THIRD QUARTER AUDIT REPORT.

I THINK YOU'VE BEEN VERY COMPREHENSIVE AND IT'S VERY IMPRESSIVE WHAT YOUR SHOP IS DOING UNDER THE LEADERSHIP OF ALL Y'ALL AND THE TEAMWORK OF ALL Y'ALL.

SO THANK YOU VERY MUCH FOR THAT.

[5.1. Committee Notes a. Audit Committee Notes for March 7, 2023]

ANY QUESTIONS ON THE COMMITTEE NOTES? QUESTIONS. COMMENTS.

ALL RIGHT THEN, CHANCELLOR.

[5.2. Chancellor's Travel Report]

VERY GOOD.

NO EXECUTIVE SESSION, CORRECT? NO. ALL RIGHT. WITH THAT, THE AUDIT COMMITTEE MEETING IS ADJOURNED AT 930.

WE'RE RIGHT ON TIME, PAUL.

APPRECIATE THAT.

* This transcript was compiled from uncorrected Closed Captioning.