PLN Steering Committee for CECP -- Minutes
December 9-10, 2003 -- Biloxi, Mississippi

Introductions:

Present:

  • ANR
    • Joan Dusky, University of Florida

  • COM
    • Ellen Ritter, Texas A&M University

  • CRD
    • Alan Barefield, SRDC and Mississippi State University

  • FCS
    • Ellen Murphy, Louisiana State University (day 2)

  • 4-H
    • Jeff Howard, Texas A&M University

  • IT
    • Larry Lippke, Texas A&M University

  • PSD
    • Mitch Owen, North Carolina State University (day 1)

  • At-Large
    • Frankie Gould, Louisiana State University
    • Don Hamilton, University of Georgia
    • Carolyn Nobles, Prairie View A&M University
    • Fred Piazza, Louisiana State University
    • Susan Seal, Mississippi State University
    • Julie Sexton, Mississippi State University

  • Staff
    • Ron Brown, ASRED
    • Bonnie Teater, SRDC
    • Emily Shaw, SRDC

Absent:

  • MM
    • Russell King, North Carolina State University

PLC Update - there were no action items from PLC

CECP Grant Update - activities covered under that grant are completed; a final report has been submitted.

Content Management System Update - items discussed included designating "approval" of courses; adding option of queries on the database, e.g., list of enrollees in a course and status in completing the course; emailing from the system, e.g., mail all authors or all enrollees in a course; completion certificates; determination of a course or module, etc.

Website Update - see http://cecp-online.org/info
After reviewing the CECP information site, the following changes were suggested:
  • Add content information to Steering Committee
  • Under "What is CECP?," move Charter under Steering Committee
  • Use the Mission and Vision from the Guidebook for "What is CECP?"
  • (Discussion of the reduced use of PDF files)
  • Emphasis on using "cecp-online.org/info" as the URL for this site, which redirects to "srpln.msstate.edu/cecp"
  • Add institutions to the Overview under "Who is Involved?"
  • Long discussion regarding Modules under Development and how to manage and who/where to manage
    • Need to avoid duplication
    • "Submit an Idea" form
    • Online tracking system/database/spreadsheet from initial thought to completion
    • Will eventually link to the campus (icons will indicate progress)
    • "So you want to build a module…."
Election of Officers
Elections were held and the following were elected: Don Hamilton, Chair; Julie Sexton, Vice Chair; and Frankie Gould, Secretary.

Program Committee Updates - each committee reported on the status of modules under development and core competencies.

  • Agriculture and Natural Resources - Joan Dusky
    Joan reported that several modules have been developed or in different stages of development:
    • The Sustainable Agriculture module is in progress and it is a curriculum funded by a grant from SARE
    • Forestry will have two modules and are in progress
    • Risk Management is in progress with one of the six modules finished
    • Equine Body Conditioning is finished
    • Irrigation for Sustainable Ornamentals is finished

    Joan also reported on the planned portals/domains for the ANR section of the Web site. They are listed below:
    • Agricultural & Horticultural Crops
    • Animal Sciences & Forages
    • Aquaculture
    • Forestry
    • Natural Resources
    • Risk Management & Economics
    • Small Scale Farming
    • Water Resources & Management
    • Sustainable Agriculture
    • Biotechnology

  • Communications - Ellen Ritter
    Ellen reported that the communications group hoped to have two modules ready by August 04. Communications groups throughout the southern region do a lot of training, so it is a matter of repackaging for the CECP initiative. FCS has commitments for the following modules:
    • Newsletters - Ashley Wood
    • Marketing - Carla Craycraft & Ellen Ritter
    • Possible video from the Media Relations SIG (special interest group)ACE ( Assoc. of Communications Excellence)
    • Crisis communications - Linda Benedict & Frankie Gould
      (These last two items are from the ACE media relations workshop and since they are "for sale" items and copyrighted, there some intellectual property issues)

  • Community Development - Alan Barefield
    Alan handed out the Community Development competency areas to the group. Bonnie Teater asked that he send an electronic copy to her for inclusion on the CECP Web site. The large competency areas are used as a guide for module development with seven different leadership programs in CED (Community and Economic Development).

    Two courses are in development for completion by August:
    • Survey Design and Analyses - Debra Tootle & Mike Woods
    • Asset Mapping - Bo Beaulieu

    Some questions and a discussion arose about the overlap and duplication of competencies. These are the issues:
    • How do you deal with duplication and overlap - check list to research what is already done - how to begin where to look before you start to be part of the guidebook.
    • Merge taxonomies into one document and analyze to show overlaps - have the core competency group to address these issues.
    • Have the project leaders look at taxonomies to see where the overlaps are - assigned to PLC leaders and committees to address and bring to the August meeting.

  • 4-H - Jeff Howard
    Jeff reported that 4-H has two areas of focus:

    • After School Enrichment from Oklahoma

    • Risk Management a multi-state program that will be presented at the 4-H biennial in New Orleans in March.

  • Family and Consumer Sciences - Ellen Murphy
    Ellen reported that there are five focus areas with three levels in each.

    • Family and Personal
      • Consumer Credit
      • Parenting
      • What's the Matter with Mold?

    • Food
      • Eat Smart
      • Food-Guide Pyramid
      • Nutrition and Diabetes
    • Home
      • What's the Matter with Mold?

  • Information Technology - Larry Lippke
    Larry reported that the IT group is addressing:
    • Distance Ed tools and methodologies.
    • Idaho is working on an IT Engineering and Outreach module; CECP is exploring partnering.
    • Nina Boston is updating an Adobe Acrobat online course for version 6.

  • Middle Management - Russell King
    Russell reported that the Middle Management group chose to adopt the core competencies from North Carolina for the southern region. There was some discussion on the MM role in CECP and PLC-do they work with other groups or develop their own? The conclusion was that MM could contribute to relevance of modules in subject areas and only develop modules if needed and not more appropriate in one of the other PCs.

  • Program Development - Mitch Owen
    Mitch handed out core competencies. There are four modules in progress:
    • Extension History - Julie Sexton
    • Writing Impact Statements - Clemson
    • Presentation Skills - Pauline and Rich
    • Group Facilitation Skills - Debra Davis, Mitch Owen, Julie Sexton

Small Group Meetings
Small-group meetings were held. Instructions included to review minutes of the last conference call, clarify status and what remains to be done, and clarify who will participate in each small group since some overlap membership)

Former Small Groups and their membership were:
  • Charter Committee-Don Hamilton, Frankie Gould, Ellen Ritter
  • Review Committee-Ron Brown, Russell King, Mitch Owen, Ellen Murphy
  • Module Development Committee-Frankie Gould, Ron Brown, Alan Barefield, Larry Lippke, Julie Sexton, Susan Seal
  • Competency Committee-Ron Brown/Bonnie Teater
  • Content Management System-Julie Sexton/Larry Lippke

Report from Charter committee
- (see revised charter)
New additions and revisions to the charter included:
  • Membership: Members will serve three year terms, with one-third rotating off each year. Members may be reappointed. Elected and appointed members will be designated term lengths in year one to establish one, two and three year terms. The first members will rotate off August 2004.
  • Leadership: A Chair, Vice-Chair and Secretary will be elected from within the committee. The Vice-Chair will become the Chair the following year. The Secretary will be elected for a one year term.
  • Terms of CECP members will be as follows, beginning with rotation off the committee after the PLC meeting in August of 2004:

      PC Representatives                        
      1 year term - terms end August 04

      Joan dusky - ANR
      Larry Lippke - IT

      2 year term - terms end August 05

      Ellen Ritter - Communications
      Alan Barefield - CED
      Jeff Howard - 4-H

      3 year term - terms end August 06

      Ellen Murphy - FCS
      Russell King - MM
      Mitch Owen- PSD

      At- Large Representatives             
      1 year term - terms end August 04

      Carolyn Nobles
      Fred Piazza

      2 year term - terms end August 05

      Julie Sexton
      Frankie Gould

      3 year term - terms end August 06

      Don Hamilton
      Susan Seal


  • The revised Charter will be submitted to executive board for approval by next teleconference. The charter committee was dissolved because their task was finished.

New Committee Assignments
Due to overlapping membership on committees, new assignments were made for committee work. New committee members are:
  • Review Committee - Mitch Owen, Ellen Murphy, Ellen Ritter, Jeff Howard, Carolyn Nobles, Dave Foster, and Joan Dusky
  • Module Development Committee - Frankie Gould, Ron Brown, Alan Barefield, and Susan Seal
  • Competencies Committee - Ron Brown, Bonnie Teater
  • CMS Committee - Julie Sexton, Don Hamilton, Larry Lippke, and Fred Piazza
New Committees met and then the meeting adjourned at 5:00 p.m.


December 10, 2003
The meeting resumed at 7:30 a.m. with a continental breakfast followed by committee reports and discussion.

Committee Reports and Discussion

  • Review Committee - Mitch Owen, Ellen Murphy, Ellen Ritter, Jeff Howard, Carolyn Nobles, Dave Foster, Joan Dusky

    Items discussed:
    • How to choose reviewers and what kinds of review boards are needed.
      • Content reviews - define and select the process
      • Board on Editorial/Communications
      • Board on IT
      • Board on Instructional Ed
      • Boards analogous to CFYERnet review
    • What credentials are necessary to be selected as a reviewer?
      • Recognize at a region or national level - Experts
      • Knowledge of Content and Extension
      • Willing to complete tasks on time
      • Established experience in the field
      • Audience/learners skill level
      • County agent/regional agent or middle manager on the review team

    Tasks assigned:
    • Jeff and Joan will look at some national reviews that are already in place, e.g., CYFERnet and 4-H
    • What to tell the PC
      • Write charges to program committee
      • General guidelines
      • How to establish review boards
    • CECP - charge - how to manage the review effort
      • Write into the charter
      • The PC member of the CECP steering committee will be the chair of that review team - manage the process - a stamp of approval
      • Routing system on the CECP web
      • Needs to be a tracking/check off system for the reviewers to go through so that the content author only gets one combined edits/changes

    Action Items:
    • Work on a review and tracking system on the CECP Web
    • All the processes will be added to the guide book
    • Charge the committees to establish review teams


  • Open Discussion and Actions
    There was a motion by Joan to establish two levels on content management - icons indicating reviewed/approved and underdevelopment. The motion was seconded by Carolyn. Question from Julie recommended that there be three levels - under development, being reviewed and approved. This was accepted as a friendly amendment and the motion was approved unanimously.


  • Module Development Committee - Frankie Gould, Alan Barefield and Susan Seal

    1. How the Teams Are Formed?
      1. Have the PC leaders contact their membership to develop a list of who is available to work on development teams - then if necessary work through the Directors
      2. Post the list on the CECP Web
      3. Track what the team members are assigned, progress status
      4. The status of the list will be facilitated by the CECP committee
      5. If you have a team within you state or focus area you can submit modules at will.
      6. The team list are for those content specialists that need help support to fill their module teams

    2. Regional Staff - In an ideal situation there would be regional staff to work on priority modules for the region and to serve as consultants and help with reviews of module submissions (possible funded through grants). An ideal region staff would consist of the members listed below:
      1. Instructional designer
      2. IT
      3. Designer
      4. (editing will be conducted at the origin of content)

    3. Module Submission
      1. The guide book is for module developers to use as a check list for submission of content.
      2. We need to add an evaluation/survey component - not every module may have this feature but it is something to consider. It can be a simple as a satisfaction survey.
      3. We want to start the guidebook with a "what is and how to" approach.
        1. What is a CECP Module?
        2. Why should you care?
        3. Who is your audience?
        4. What makes a good Module?
        5. Quick tips on writing
        6. How to develop your team?
        7. How to submit?
        8. How to update?

        The background information is important but would an appendix to the guidebook

      We will have a new draft on or before March 1st for the CECP steering committee to review.

  • Content Management Committee - Larry Lippke, Julie Sexton. Don Hamilton, Fred Piazza
    • The CMS committee needs to review the Web site to make sure that the standards are in place
    • The reviews are not in place
    • Needs a champion - flagship standard - an ideal -- what does a good example of a module look like
      • Go take a look to this as a standard.
      • It must have a rich environment.
      • It must have a wide appeal and be a benchmark
        • show flash
        • Streaming video etc.
        • Narrated PowerPoint


    Action Items:

    • Send official letters of thanks to Texas A&M and Howard Beck of Florida for their involvement in getting CECP off of first base and implementing a training program.

Other Topics

  • Institutional logos - Larry Lippke
    Larry stated that when participants log in to CECP, they would get an institutional banner. The need was expressed to represent both 1862 and 1890 institutions and those logos needed to be sent to Larry. Ron - proposes that we stay with the CECP logo and identify institutions in the "who is involve and overview sections." Julie moved to have just CECP banner --- 2nd by Frankie, and passed.

  • CECP Web site update
    Don recommended that a spread sheet be developed with modules in progress and
    who is working on them with an anticipated completion date.

  • CECP beyond the region
    Ron stated that there is a letter going out ECOP and other committees explaining the CECP initiative. We need to give real thought to how we expand beyond the region and how that is managed. A lot of interest expressed beyond the region at the Galaxy conference in Utah.
    Ellen Ritter stated that one way to get buy in is to involve persons outside the region on the review teams. Ron commented that CECP is a southern region initiative that is setting the standard for several other projects like e-Extension.

  • Additional CECP Action Items
    • Before the next PNL meeting the revised charter will be redistributed for approval by the Executive committee and will be voted on at the conference call in January.
    • Review Committee - review at the conference call in March
      • Write charges to program committee - Ellen Ritter
      • Start discussion and review management process; Electronic review tracking process - Larry & Fred & Don
    • Module Development committee by March 1, 2004 -- Team development process - 4-page guidebook
    • CMS - Letter of thanks - Texas A& M and Florida - ASAP
    • Develop Flagship Module - Julie, Joan, Larry
      • By conference call in March concept in place and delivery date - by August at the latest.
      • All changes in the process will need to be in the guidebook which will include the state identity issue.
      • Show the components behind the flagship module and how it was put together
    • Intellectual property questions if the modules are the property of the developers or CECP? There needs to be a memorandum of understanding and use between authors/institutions and CECP. If reused ask permission of the authors. Ron will investigate if the permission issue is in the guidebook. What are the rules of use?
    • Minutes will be sent to PLN to update membership on CECP status.
    • Letter will be sent to ECOP in the fall 2004 inviting other regions to join CECP.
    • Ellen recommended that CECP be on the open agenda at the PLN in August 04 for organizational acceptance.
    • Ron will start looking at government and corporate funding for regional support persons.
    • Train the Trainer is a possible program at the August 04 meeting to provide some training; need to look at workshops in the fall of 04, possibly in Dallas and Atlanta.
    • Develop a spreadsheet of modules proposed and in progress with authors and deadlines.
    • Next CECP conference call March 15 -- 662-325-8448 - 11:00 Eastern

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