desert community college district regular board … · 9. approval of sabbatical leave requests for...
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DESERT COMMUNITY COLLEGE DISTRICT REGULAR BOARD MEETING
MULTI-AGENCY LIBRARY COMMUNITY ROOM THURSDAY, JULY 16, 2009
MINUTES I. CALL TO ORDER – PLEDGE OF ALLEGIANCE The meeting was called to order at 9:38 A.M. by Board Chair Broughton, followed by
the Pledge of Allegiance. II. ROLL CALL Trustees Becky Broughton, John Marman, Merle C. “Bud” Miller, Bonnie Stefan and
Student Trustee Cindy Borgetti were present. Trustee Charles Hayden was present via teleconference. His meeting location was posted.
III. AGENDA:
A. CONFIRMATION OF AGENDA: A motion was made by Trustee Hayden, seconded by Trustee Stefan to approve the agenda of the regular meeting of July 16, 2009 as presented. Trustee Broughton advised that Action Item: President #9 is removed so Action Item: President #10, 11 & 12 are now #9, 10 and 11. Also, there is a type in Action Item: President #10. The back-up material is correct but Steve Acree’s name was left off the goldenrod. A roll call vote was taken with all members voting “aye”. The motion carried unanimously with the changes noted.
IV. PUBLIC COMMENTS (All Items): There were no requests to address the board.
V. APPROVE THE MINUTES OF:
There were no corrections to the minutes of June 16, 2009 and they stand approved. VI. REPORTS A. GOVERNING BOARD
Each of the Trustees provided a brief report on their activities since the last Board meeting.
Trustee Hayden reported on his activities: Attended the beam-signing for the Cravens Student Center
Trustee Marman reported on his activities: Attended several meetings with Lisa Houston, President of the COD Foundation
board Attended a Foundation Board of Directors meeting
Represented COD by attending a retirement party for PSUSD Assistant Superintendent, Lorraine Becker.
Breakfast with Dr. Priscilla Porter of CSUSB Trustee Miller reported on his activities:
Attended a Foundation Board of Directors meeting
Trustee Stefan has been traveling and reported that many areas other than California are having difficulties with the financial situation. She met a star-gazer in Sedona, who is also a photographer. He will be in Big Bear for a stargazers conference and Trustee Stefan wanted our COD students to have the opportunity to see him and hoped the college would consider having him here.
Student Trustee Cindy Borgetti reported on her activities:
Will attend the Student Trustee Conference in August
Trustee Broughton reports she was very pleased the ACCJC accepted our March 2009 report and knows how important it is for work to continue to prepare for the 2011 visit. Trustee Broughton also said that in spite of the budget the college must remain focused and continue to plan for the future. California is in a financial crisis and because of the reductions in higher education everyone must work together to understand and support the college to make decisions for 3-5 years – not just for today. She was pleased to see that President Obama is supporting community colleges. She has been reviewing the Program Reviews and is pleased with what she’s seen so far.
B. COLLEGE OF THE DESERT FOUNDATION Dr. Ralph Plumb, Executive Director, COD Foundation, was present and gave a brief report.
C. COLLEGE OF THE DESERT ALUMNI ASSOCIATION Mr. Gene Marchu, Executive Director of the Alumni Association, was unable to be present. Trustee Marman gave a brief report in Mr. Marchu’s absence. D. ACADEMIC SENATE Dr. Rey Ortiz, Academic Senate President, was present and gave a brief report.
E. FACULTY ASSOCIATION Dr. Kelly Hall, Vice President of the Faculty Association was present and gave a brief report.
F. C.O.D.A.A. Dr. Fergus Currie, President of CODAA, was present and gave a brief report. G. CSEA
Ms. Mary Lisi, President of CSEA, was present and gave a brief report.
H. ASCOD Mt. Anthony Armenta, President of ASCOD, was present and gave a brief repoa
VII. ADMINISTRATIVE REPORTS
President Patton spoke biidy about President Obama's stimulus package for community colleges. More people know the importance of community colleges than ever before. This stimulus money is approximately $12B but this funding may not replace our shortfall from the State.
The Board was shown a PowerPoint with commentary by the Director of Institutional Research, Matthew Breindel. Background of the ARCC Report was presented, and the eight measures were shown in detail and discussed. The college has improved longitudinally in five of the eight measures. There was discussion of a number of measures, especially the Student Progress and Achievement rate of 42.0%, which is lower than the peer group average by about 5.2%. It was agreed that the measutes were an important stimulus to campus-wide dialogue concerning student learning and institutional effectiveness with the aim of institutional improvement F d e r discussion centered around the other peer ratings, and the college is higher than the peer group average in five of seven compatison areas. It was noted that access at the college matches the community almost exactly.
Dr. EmPin Deas, Vice President, Business Affairs, updated the Board on the budget situation.
Dr. Diane Ramirez, Vice President, Student Affairs, presented the &dings of the Textbook Affordability Taskforce. The Taskforce will extend itself one year in order to ensure implementation of the findings and recommendations. Trustee Marman asked if there was a handout available for students listing the various options on purchasing books; a spedfic person that has this infomation available so everyone can direct students to the proper place. The Trustee would like to know when and where it will be available. Trustee Broughton asked that these options also be listed in the Chaparral and posted on the COD website.
Dr. Ramirez reported there currently is a handout disseminated to students and faculty that desctibes how to access copies of every required textbook through the COD Library. Other options are developing and are not necessarily available to students at this time but wiU be shared with students as access is confumed. For instance, COD is preparing to participate in the Spring 2010 pilot with Follett Bookstores to implement a book rental program. There is an informational meeting scheduled for August 5" between Follett and COD administration.
Dr. Ramirez also provided a report responding to the recommendations from the Admissions Taskforce from the Matiiculation Committee.
Dr. Jim Berg, Dean Social Sciences &Arts, gave a PowerPoint presentation on the COD production of Evita.
'G VIII. CONSENT AGENDA
A motion was made by Trustee Stefan, seconded by Trustee Marman to approve the Consent agenda as presented A roll callvote was taken with all members voting "aye". Motion carried unanimously.
C. BUSINESS AFFAIRS -Human Resources 1. Classified -Appointment 2. Classified - Extension of Assignment 3. Classified - Resignation 4. Leadership - Confidential Working Out of Class 5. Faculty - Professional Advancement 6. Faculty - Correction to Tenure Status - Faculty Salary Listing 2009/2010 7. Hourly Personnel - Classified, Students & Tutors 8. Volunteers 9. Employment Agreements
D. BUSINESS AFFAIRS -Business Services, FiscaI Services 1. Change Order #2 -Business Building Remodel - RDPISCI INC. 2. Approval of Contracts 3. GiftDonation to the District 4. Payroll#12 5. Ratify Out-of-State/Country Travel
IX. ACTION AGENDA
F. BOARD OF TRUSTEES
1. Apprwal of 2010 Boatd meeting dates
A motion was made by Trustee Miller, seconded by Trustee Hayden, to approve the 2010 Board meeting dates as presented. A roll callvote was taken with all members voting '%ye". Motion cattied unanimously.
G. PRESIDENT
1. New Board Policy 2200: Board Duties and Responsibilities - Second Reading 2. New Board Policy 3505: Emergency Response Plan - Second Reading 3. New Board Policy 4106: Nursing Programs - Second Reading 4. New Board Policy 4226: Multiple and Overlapping Enrollments - Second Reading 5. New Board Policy 5570: Student Credit Card solicitations -Second Readiog 6. New Board Policy 5800: Prevention of Identitg Theft in Student F i n a n d
Transactions - Second Reading 7. New Board Policy 6450: Witeless or Cellular Phone Use - Second Reading 8. New Board Policy 7700: Whistleblower Protection - Second Readlg
A motion was made by Trustee Marman, seconded by Trustee Stefaa, to approve the new boatd policies as presented. A roll call vote was taken with all members voting "aye". Motion carried unanimously.
9. Approval of Sabbatical Leave Requests for Donbett Bitanga and Steve Acree
A motion was made by Trustee Stefan, seconded by Trustee Marman, to approve the sabbatical leave requests as presented. A roll call vote was taken with all members voting '"aye". Motion carried unanimously.
10. Renewal Term for the Student Representative on the Citizens' Bond Oversight Committee
A motion was made by Trustee Stefan, seconded by Trustee Hayden, to renew the tenn for the student representawe on the Citizens' Bond Oversight C d t t e e as presented A roll call vote was taken with all members voting "aye". Motion carried unanimously.
11. Approval of the Certification of Signatures Form
A motion was made by Trustee Stefan, seconded by Trustee Miller, to approve the cert&cation of signatures form as presented. A roll call vote was taken with all members voting "aye". Motion carried unanimously.
H. BUSINESS AFFAIRS -Business Services. Fiscal Services
1. Resolution #I91 -Authorized Signatures
A motion was made by Trustee Miller, seconded by Trustee Matman to approve Resolution #I91 -Authorized Signatures as presented. A roll call vote was taken with all members voting "aye". Motion carried unanimousIy.
2. Approval of Warrant
A motion was made by Trustee Stefan, seconded by Trustee Marman to approve the watrants as presented. A roll callvote was taken with Trustee Stefan abstaining and the other members voting "aye". Motion camed
3. Rattfy MOU between the District and College of the Desert Foundation
A motion was made by Trustee Mannan, seconded by Trustee Stefan to ratt€y the MOU as presented A roll call vote was taken with all members voting "aye".
4. Approval of Settlement / Liberty Mutual Insurance Company on Behalf of Mod- Tech Incorporated
A motion was made by Trustee Marman, seconded by Trustee Stefan to approve the settlement/Libetty Mutual Insurance Company on behalf of Mod-Tech Incorporated as presented. A roll call vote was taken with all members voting "aye". Motion carried unanimously.
PUBLIC COMMENTS: There were no requests to address the Board.
XI. SUGGESTIONS FOR FUTURE AGENDAS
The members were reminded to email the Board Administrative Assistant with any agenda item suggestions.
XII. ITEMS OF INFORMATION
1. Board Retreat
October 30/31 or November 6/7. Members were asked to check theit calendats and notify the Board Administrative Assistant of any conflicts.
XIII. ADJOURN TO CLOSED SESSION:
XIV. CLOSED SESSION:
l. CONFERENCE WITH LABOR NEGOTIATOR, Pursuant to Section 54957.6; labor unions on campus include CTA, CODAA, and CSEA; Agency Designated Representative: Dr. Ed& Deas
2. PUBLIC EMPLOYEE/GOVERNMENT CODE SECTION 54957: Discipline/DismissdlRelease of a Public Employee
3. CONFERENCE WITH REAL PROPERTY NEGOTIATORS Property: ParcelNumbers: 657230015,657230025,657230028,669330015,669330025, 669330029,669330030,657280015,657280014,657280016,657280002,657280003, 6693300294,717270002,717270003,717270004,71270007,71720008,71720011, 71720012,71720012,71720014,664100002,664100003,664100019,664110046, 664190025,663290003,663250004,664110051 and 611211002.
Agency Negotiator: Dr. Edwin Deas Negotiating Parties: Jim Goodell Under Negotiation: Reviewing Land Acquisition
4. FINAL DISTRICT DECISION APPEAL (Compkint involving information protected by FederalLaw -pursuant to Section 54956.86) Representative: Dr. Edwin Deas
XV. RECONVENE TO OPEN SESSION
No teportable action taken m closed session.
XVI. ADJOURN
A motion was made to adjourn. The meeting adjourned
Linda Costagliola
From: Edwin Deas sent: Tuesday, July 14,2009 7:13 PM
I J: Adjunct Faculty; Classified Bargaining Unit; Full Time Faculty; Leadership Group; President's Cabinet
Cc: Gene Marchu; Ralph Plumb Subject: Latest budget update and instructions on expenditure restrictions
I am writing to bring you the latest news on the long-running budget saga and to share with you the latest instructions to budget holders (president, vice presidents, deans, and directors as well as coordinators of certain student affairs units) regarding ongoing expenditure restrictions.
June 30, the final day of fiscal year 2008109, came and went without the legislators being able to reach agreement on fairly significant proposed cuts to the budget for that year ,which had originally been set in February of 2009. We are fairly sure, however, that the cuts that were earmarked for College of the Desert will still affect us, whether by some accounting gymnastics called prior year adjustments or by simply tacking the cuts onto whatever ends up being cut fiom our budget in 2009110. At this point in time, although we are not absolutely certain, we anticipate that the cuts to the General Fund will total $576,000 and the cuts to the Categorical Fund will total $586,500. Furthermore, we have built these cuts into our local COD budget which means that they are covered irrespective of which of the techniques mentioned above the State chooses to adopt. The cuts have been achieved by giving up some holding accounts, mentioned to you in earlier communications, and consciously making savings during the year in anticipation of the cuts to come.
The July 13 and 14 newspapers are carrying stories that legislators may be close to agreement on the 2009110 budget. That remains to be seen. However, during these many weeks of rumor and counter-rumor, proposal and
1 :ounter-proposal we have been able to pick up enough information to make some assumptions about what cuts COD may face to its budget, as long as the legislated commitment to Proposition 98 remains in place. An interim budget has been approved by the Board of Trustees and budget holders have been given tentative budgets with which to work along with specific working rules detailed below. As soon as the state budget is confirmed, we will check to see how close our assumptions are, make any changes to our interim budget that are necessary, and then have the Board approve what is called a "final" budget. Alas, that budget will be subject to hture changes by the legislators and, as we know fiom last year, the prospect of such changes can hang over us until the very last day of the year.
We have developed planning assumptions, based on the best information available to us, that our General Fund will be cut by a net amount of $1,849,466 in 2009110, after allowing for the benefit of certain decisions that we made in the previous year. Had we not made those decisions, the amount of the cut would be higher. In the case of the Categorical Fund, the latest projected cut is of the order of $1,398,167. It must be stressed that both these numbers are highly volatile, particularly the latter, and may well be subject to further change before the state budget settles. However, based on these assumptions we have developed strategic plans to deal with the cuts. In the General Fund, most discretionary non-payroll budgets have been reduced by 15% and in some cases 25% and beyond. While, this will have an undoubted impact on all operations, we feel the reductions are manageable. Further, we have taken into account that COD is currently delivering as many as 15% more students than we are being funded for by the State and we propose to make significant reductions to the number of classes we offer. This will amount to approximately 50 fewer classes in the fall semester, 120 fewer in the spring semester, and we are planning for the elimination of the summer session in 2010 except for some essential classes in health and physical education. There is no doubt that the impact on prospective students is of great concern, but there is general agreement that we simply cannot continue to offer as many classes when we face real cuts to our state funding. These reductions will produce savings across the campus in not only instructional departments but also in student and general support and, when taken together with reductions in
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non-payroll budgets, will allow us to bear the projected funding cuts. In the Categorical Fund, the plan is less clear as budget holders are having to develop multiple scenarios to cut back on expenditures depending upon the eventual funding cuts. What is clear, however, is that student support in particular, will be heavily affected and if reductions potentially fall below the legal levels set for some services, backfill may be necessary from the General Fund which will necessitate further reductions there. i In spite of the very deep nature of the cuts to be made to our budget, it is important to note that no layoffs or reductions to salaries and benefits in whatever form are contemplated at this stage. However, it is apparent that many adjunct colleagues face reduced or no work for the coming year; and many full-time faculty members will face the loss of overload. Overall, this is a much brighter picture than the one faced by most educational institutions throughout the public school, community college, and universities systems and it is one that we will strive to maintain. However, we suspect now that the greatest challenges to be faced by COD may be in 201011 1 and beyond unless the state revenue situation takes a quick turn for the better.
Included below are the latest instructions issued to budget holders around modified but continued restrictions on expenditures to ensure that we retain some flexibility, should it be proven that the assumptions we have made to date do not coincide with the eventual decisions made in Sacramento. As always, we will strive to keep you informed on the changing funding landscape and how it will affect us at COD. If you have any questions, please direct them to Dr.Edwin Deas at 760-773-251 1 or edeas@colle,qeofthedesert.edu .
Instructions to Budget Holders re Expenditure Restrictions on the 2009110 Budget
These instructions, with immediate effect, supersede all previous instructions and will remain in place until further notice. It is important that the instructions be followed exactly in order that we maintain enough (
flexibility to further adjust our budgets should the state budget, when it is finally settled, necessitate it. Budget holders are encouraged to seek clarification where the instructions are not clear or where situations arise that are not explicitly covered in the instructions.
Salaries and Benefits
Restrictions on all expenditures related to salaries and benefits will continue. In most cases, the President's Cabinet will be the decision-making authority. Some exceptions will be granted but only by the Cabinet in advance of expenditures being committed. It is the responsibility of budget holders to obtain the necessary approvals before any new expenditures are committed. These instructions apply to both General Fund budgets and Categorical Fund budgets All new hires or replacement hires on a permanent or temporary basis require advance approval by Cabinet and should be submitted to Cabinet by the appropriate vice president. The HR department will not process any hires without Cabinet approval. Budget holders must initiate.any work in advance of approval. This applies to current and future vacancies.
a Now that the instructional activity plan has tentatively been set for the fall, spring, and summer semesters, the Vice President for Academic Affairs is given authority to hire the necessary number of adjunct faculty. This is a standing exception to the above restrictions and does not require step-by-step Cabinet approval. Extension of days and other contract amendments require advance Cabinet approval even if it has been standard practice to process such in past years. HR will not process any future changes without Cabin7 approval. There are some extensions in the process of being extended right now. They will likely continue but clarification should be sought from the appropriate vice president.
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Interim appointments require Cabinet approval. Call-ins require Cabinet approval. Standing authority may be granted to certain departments to initiate call-ins in certain emergency circumstances. However, it is the responsibility of the relevant budget holders to obtain such authority in advance from Cabinet.
I 0 There is to be overtime at all, whether it would be compensated by salary or time-off in lieu. This
applies to all departments, whether included in the General Fund or Categorical Fund. A case for exception may be made in advance to Cabinet.
Non-Payroll Budgets
Budget holders now have tentative budgets for all non-payroll items. The budgets reflect the reductions developed as part of the strategy to deal with the funding shortfall. While there will be no requirement to submit proposed expenditures to Cabinet for approval in advance, budget holders are implored to use discretion and caution in their budget management. This is particularly so in the case of expenditures related to travel and hospitality. They must not only be legitimate but also capable of being justified in the light of greater public scrutiny on all public sector expenditures during this state fiscal crisis. Furthermore, given that all the tentative budgets are based only on funding assumptions, budget holders should strive not to commit any more than 40% of each budget before December 2009 in case we have to make further reductions. It is acknowledged that there is a need to stock up on supplies and other items prior to the fall semester but extreme restraint is requested. . The Vice President for Academic Affairs will be introducing a process for the potential redistribution of instructional supplies budgets in the next few weeks. . Each of the vice presidents will be introducing a prioritization process for capital outlay in their respective areas in the next few weeks. Until then, no capital expenditures will be undertaken. . Staff development expenditures traditionally funded by the Auxiliary Fund, Alumni Association, and Foundation are temporarily suspended until clarification of such funding is confirmed.
Dr. Edwin Deas FCCA CGA Vice President, Business Affairs College of the Desert 43500 Monterey Avenue Palm Desert CA 92260 Tel: 760-773-2592
DESERT COMMUNITY COLLEGE DISTRICT Proposed Strateqv for Balancinq the 2009110 General Fund Budqet
i Version 4 I ; -Ju~re 26. 2009 i
Definition of the Problem (The undernoted are the latest and best projections of State funding issues and internal cost drivers. The former are almost certainly subject to further changes.)
Reductions in State Funding
General Shortfall $280,000 Apportionment Cut 830,000 Property Tax Shortfall 810,000 No change
/ (This is an / evolving slrategy i
! ittjortned by the i ! discontbobulation .
I ! of Stale Futrding . ! and collaborative !
I ! discussion orr . I canrptrs.) I
Property Tax Shortfall Backfill (now to come from the growth funds as originally suggested, then changed, then changed back again!) <437,400>
Federal Stimulus Funding-latest info would suggest all of the $130 million will go toward reducing the categorical cuts. 0
Additional Tuition Revenue due to the per unit increase. Latest info suggests that because the Property Tax shortfall is to be funded from the remaining 1% Growth funds, there is an addition $70 million for the system allocated by the League to COD thus <483,000>
Other Reductions in State Funding 627,580
Lottery 100,000 08/09 Property Tax
Tuition fee revenue shortfall-League projected COD share-this was previously believed to have an offsetting factor but now appears to be a straight cut. 146,970
Local Revenue Reductions 62,000
Interest 50,000
Additional Cost Drivers
Insurance Premiums Increase $365,778 Steps 580,666
Savings on Cancellation of Wintersession
Savings on Board Election provision
Savings on Staffing Vacancies (non-recurring)
Additional Provision for Reclassifications
Savings on 08109 Provision for certain expenditures, not repeated
Realignment of Virtual Valley, PSA, and EVC Budgets
Basic Skills savings impact on General Fund
Projected savings from Elimination of All Overtime
Categorical Reduction Backfill - -
The latest projections from Sacramento suggest the reduction to certain Student Affairs budget to be around $442,860. This number is less than the $500,000 ($1.2 million previously projected cut less previously projected backfill of $700,000) deemed bearable in reductions. Consequently, this would appear to remove the need for any backfill. Latest info holds for this year but further impact in 10111 of $427,302 additional cut to Student Affairs.
Total Extent of the Problem ............................ $1,849,466 ............................
Definition of the Solution
Instructional Supplies
Cut 15% of all budgets $293,081 = $43,962 Fund balance of budgets from lottery funds $249,119
Non Instructional Supplies
Cut 15% of all budgets $595,704 = $89,356 Restore cut to Facilities from Redevelopment Fund
Hospitality
Cut 15% of a11 budgets $16,339
Capital Outlay
Cut 25% of all budgets $352,000 = $88,000 Centralize balance of budgets and allocate annually and on a priority basis
Travel
Cut 50% of Board budget $47,000 = $23,500 Cut 15% of all other budgets $130,000 = $19,500
Services
Cut 15% of discretionary budgets $1,098,000 = $1 64,700
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Total Non Payroll Savings, .. . . . . . . . . . . . . . . , . . . . . . , . , . , ,,. Reductions in Instructional Activities (The resultant delivery of FTES will remain comfortably above the level funded)
2. Reduction of 120 classes in 2010 Spring Semester
-
3. Elimination of uncommitted adjunct budget
1. Elimination of 2010 Summer Session (except for say 8 Health and PE classes)
Savings = 2009/10 201011 l* Instruction $290,000 $480,000 Facilities 30,000 60,000 Student Affairs 40,000 78,000
$360,000 $618,000 *New assuinption-the benefit cannot be derived in 2009110
4. Reduction of 50 classes in 2009 Fall Semester
Total Non Payroll and instructional Savings.. . . . . . . .
Systematic Reduction of Salary Costs
this time.
Strategic Reductions or Utilization of Reserves
projections there would still be a shortfall as noted that would require strategic plan(s). This is the number that
Total Extent of the Solution
COLLEGE OF THE DESERT
TEXTBOOK AFFORDABILITY TASK FORCE 9/30/2008 - 05/15/2009
REPORT TO THE DESERT COMMUNITY COLLEGE BOARD OF TRUSTEES
May 15,2009
COLLEGE OF THE DESERT
TEXTBOOK AFFORDABlLiTY TASK FORCE REPORT
TO THE DCCD BOARD OF TRUSTEES
May 15,2009
Submitted by Dr. Diane N. Ramirez Vice President Student Affairs and
Chair of the Textbook Affordability Task Force
BACKGROUND
The rising cost of textbqoks is a focal point for compromising adCess to cilifornla community college
education for many students and potentialstudents. Over the past five years, the statewide Academic
Senate, the statewide student group of California Student Activities in ~ o , ~ m u n i t y Colleges (CalSACC),
the California Community Colleges (CCC) Board of Governors (BOG) andthe Chancellor's Office have
made concerted efforts to study the topic of textbook affordability for recommendations and
resolutions. Important activities that resulted from the study includedthe report by the Academic
Senate for California Community Colleges (ASCCC) entitled: ~extbook'lssues': Economic Pressures and Academic Values. This report and its recommendations'here adopted by the ASCCC in spring 2005, and
referenced previous recommendat xtbook affordability issues.
. . In March 2008 ,~o0 th l l l -~e~nza College received a ~ h l l t t ~oun'dation grant to support a feasibility
study to plan and pilot th&'community College Open ~ex tbook Project (CCOTP) with the purpose of
defining and provldlng free, open ertextbooks as sustainable resources for faculty and students. In 2008,
the interim Chancellor of the CCC, biatie woodruff, assembled Textbook Summits to comprehensively address the issues of affordablealternatives for textbooks. From these Summits, recommendations to
reduce textbook costs to ljromote student access and success were derived and prepared by Linda
Michalowski, Vice Chancellor Student Services and Special Programs in the Chancellor's Office. In May, 2008, the recommendations wer? submitted and approved by the Board of Governors.
, .. . .
On May 28,2008, interim Chancellor Diane Woodruff sent a memo calling upon ai l CCCs to assemble
Textbook Affordability Task Forces on respective campuses to exercise the recommendations approved
by the BOG. In August 2008, the DCCD Board of Trustees directed that College of the Desert respond,
establish such a Task Force, and report their activities back to them. The COD Textbook Affordability Task Force was established in the fall of 2008, following the BOG Recommendations for membership
composition and duties, submitting a final report to the DCCD Board at the end of the academic year.
The COD 2008-09 Textbook Affordability Task Force membership consisted of the following positions as
recommendations by the BOG May 2008:
TASKFORCE POSITIONS-MEMBERS
Academic Senate President and Professor of Physics - Dr. Doug Maclntire
Alternative Media Specialist/Counselor, DSPS - Paul Maag Coordinator, EOPS/CARE -Carol Lasquade
Reference Librarian - Claudia Derum
Communication Division Adjunct Faculty -Jo
Student Trustee - Lorraine Hernandez . .
ASCOD President - Michelle Price
Director Student Life -Carlos Maidonado
COD Follett Bookstore Manager - Dean Goetz
Interim Vice President Academic Affairs- Wiliism Kelly
Vice President Student Affairs, Chair of Taskforce - Dr. Diane Ramirez
The Task Force met monthly throughout both the fall and springserrieiesters, Minutes were kept for each / : ..:
meeting. A detailed checklist for recording activities and prddress made td$.ird finding solutions was
developed that incorporated both the eleven BOG approved Recommendations for Reducing Textbook
Costs as well as the four BOG d e f i ~ e d o c a l Points. These two documents and the checklist are
attached. All documents Including Meeting Minutes have been posted on the COD Portal under "Student Affairs" and continue to solicit input from thecollege community in on-going communication
and information dissemination.
Members of the Task Force explored the BOG recommended areas and discussed their findings with the
group. Numerous materials were discovered, researched, and shared to assist in the understanding o f
the broader implications of textbook decisions to the lives of students and their success. Topics covered
included book rentals; availability and usefulness of Open Source textbooks; faculty role and needs in
textbook selection; alternative formats to reduced costs (customized textbooks); accessing and communicating additional library reserve texts, and impact/importance o f timelines for faculty textbook
selection. Individual members relayed information and expanded awareness between and among their
constituent groups and the task force. Collaborative group presentations were made during FLEX as well as to the Academic Senate and general faculty by the Academic Senate President, the Student
Trustee/ASCOD President, and the COD Bookstore manager. The Task Force has responded to a l l the
recommendations poised by the BOG and has implemented several recommendations during the course o f the year.
TATF Board Report
RECOMMENDATIONS
(not prioritized)
1. INFORMATION CAMPAIGN - Utilize all COD media resources to communicate textbook
affordability. Examples: ASCOD students - wearing T-shirts to remind faculty/departments to
select and order textbooks on time; Bookstore - posting reminder banners; Campus electronic
monitors - posting messages in the Counseling waiting area, Hilb Student Center and A&R;
Chaparral; campus signage; portal for faculty and web for students. Explore future
communication modes such as You-Tube.
2. TEXTBOOK RENTAL PROGRAM -Take steps to implement a Textbook Rental Program as soon as
is viably possible.
3. OPEN SOURCE TEXTBOOKS - Promote awareness and encourage faculty to continue the
pursuit/investigation and viability of free textbooks via Open Source textbooks.
4. MAINTAIN CONTENT QUALITY AS A PRIORITY - Do not compromise quality of discipline textbook content for expediency or cost savings. Choose solutions that provide both.
5. E-TEXTS AND LEARNING - Monitor the evolution and Impact of electronic textslmedia and
learning.
6. BOOK GRANTS - Pursue and increase availability of book grants to students.
7. TEXTBOOK AFFORDABILITYTASK FORCE - Extend the work and activities of the current Textbook
Affordability Task Force for one more year, 2009-2010 to serve as a resource and assist in
implementation of TATF activities.
TATF Board Report ...,
. . ~ 3
RECOMMENDATIONS FOR ISSUES TO STUDY BY A
COLLEGE TEXTBOOK AFFORDABILITY TASK FORCE
California Community Colleges Board of Governor's
Recommendations to Reduce Textbook Costs To Promote Student Access and Success
May 5-6-, 2008
COLLEGE OF THE DESERT TEXTBOOK AFFORDABILITY TASK FORCE
REPORT MAY 15,2009
REC. #
I legislative change. Dr. Ramirez 1
RECOMMENDATIONS CHECK LIST ACCOMPLISHED 7/17/08
3/5/09
Textbook Adoption Guidelines
College Textbook Affordability Task Force
TATF REPORT 05 1509 ~. . . , .. .- . . . , , . ~ ..~ ~. , - . . - ~ . ~ ~~ .~ .. . - .
ACTIVITIES DCCD Board directed COD administration to establish Textbook Affordability Task Force (TATF), and report back to the Board at end of year Researched if state funded program (ex: EOPS/CARE) purchased text books can be tax exempt. They cannot. Would require
RECOMMENDATION CEO and Trustee Leadership
4
ASSIGNED TO Dr. Ramirez
Dr. Ramirez
Dr. Doug MacIntire
Dr. Doug MacIntire & Dean Goetz
Dr. Ramirez
Dr. Ramirez
Clarify language in articulation policies for student transfer related to
Academic Senate PDF file placed on TATF site on portal; AB1548 (Solorio) College Textbook Transparency Act effective 01/01/2010 requiring all textbook info to be provided per class section in class schedules Establish TATF, with membership following outline in BOG'S recommendations, May 5- 6, 2008; Conducted 6 meetings:
10/2/08
Preparation for accomplishing 1/1/2010
9/30/08
09/30, 10116 & 1214, 2008; 02/0503/05 & 05/07, 2009
Michelle Price
Carlos Maldonado, Carol Lasquade & Maria Jasso
Established ASCOD Textbook Task Force to explore and provide textbook solutions to TATF Maria lasso, COD Articulation Officer, through her research with CSU and UC systems confirmed digital textbooks
12/4/08
10/3/08
digital textbooks and learning materials
Dr. Doug MacIntire & Dr. Ramirez; Dr. Doug Madntire
articulate by content, not by modality, thereby making the issue of differently
5
Carol Lasquade
Educate college stakeholders on the available options for reducing textbooks costs
Dean Goetz D. MacIntire, D. Ramirez, D. Goetz, Michelle Price Dr. Ramirez
Dean Goetz
articulating digital textbooks moot. TATF site established on portal under Student Affairs; PowerPoint presentations given by Dr. MacIntire during Senate Forums Lisa McFadden made presentation to TATF on "Kindle: Amazon's Wireless Reading Device" and implications as an alternative book resource. TATF continues to monitor development. PowerPoint presentations by Dean Goetr TATF Collaborative presentation Spring 09 FLEX
Selected findings for College of the Desert emphasis on increased collaborative communications with faculty and the assistance of student leaders, the Bookstore reported that the buy-back period for fall 2008 was at 68%; with student assistance, the report as of 5/7/09 was at 72% with expectations to exceed 80% by the end of the buyback period this spring. Prior to collaborative communications, the buy-back had hovered around 49%, causing increased costs to students. In-servicing of faculty on the effects of cost savings to students when the faculty complies with textbook adoption timelines saw an increased rate to 78% by the end
TA"" REPORT 051509 - ~ -- ... .. . - . .. . .. . .- . . . . . .--- ~ - .. .
of finals. For spring 2009, the used book ratio was at 31.1°h, down from previous semesters due to new editions and "access codes" required for Math texts.
TATF REPORT 051509 ~ . ~
.~ ~ . . .~ ~~ . ~.. ~ .~ .... . . ~ . . . . . . 3 I
5/7/09
6
7
Textbook Rental Programs
Promote Library Textbook Reserve
Michelle Price
Dean Goetz
All TATF members
Claudia Derum Carol Lasquade
Claudia Derum (& VPAA)
All Power Points on TATF portal Michelle Price reported ASCOD Textbook Task Force requests establishing a textbook rental program at COD. Presentation on details of Textbook Rental Programs via Follett to TATF and ASCOD via TATF Researched and collected materials, articles and presentations on Textbook Rental Programs state- and nation- wide. Claudia Derum and Carol Lasquade collaborated on a flyer to inform students and staff of availability of all textbooks on reserve in the Library as well as how to access their use and availability which will be regularly updated on the web. Flyer disseminated in Library, bookstore, EOPS, Student Services programs and published on Library web site as well as notifying all faculty for posting and announcing. Outcome of need for increased accessibility to Library reserve resulted in study and redistribution of L~brary hours to accommodate hours open on Saturdays at no additional costs. By closing one hour earlier M-Th, the new hours are: M-Th Sam-8pm; F Sam-5pm; Sat. loam-2pm. An on-going evaluation will monitor
12/4/08
2/5/09
9/30/08-present
3/5/09
3/21/09
for textbooks in time for the first day of class
The California state-wide budget crisis, in addition to freezing of categorical and district budgets, impeded progress in this area. Many students receive state funding, such as from Dept. of Rehab., TANF, and CalWORKS which was delayed and exacerbated effective financial aid processing timelines. However, institutional and agency collaboration, both internally and externally, remain on-going to meet the textbook procurement needs
Ongoing
Explore system wide volume discounts on custom cover editions of widely used textbooks
Dean Goetz Dean Goetz secured, shared and presented materials and guidelines from publishers and provided comparison of costs to TATF and faculty during FLEX. Costs savings on the example provided was $66 or 53% off
development and adoption of free, open educational resources (OER) in the California Community Colleges as alternatives to high cost textbooks and learninq materials. Support the participation of the'california Community Colleges in the development of the CSU sponsored Digital Marketdace
10
COD TATF reviewed CSU Digital Marketplace and found it to be suspended bv CSU at this time.
Promote awareness, 1 All
Dr. Doug MacIntire
A1 l Ongoing/Un known P
of the non-custom textbook. All members to monitor as this is an activity in evolvement. Maria Jasso reported articulation query to TATF. Doug MacIntire gave presentation on Open Educational Resources to Academic Senate and at spring F L U and sent emails to all faculty on this option to explore Continue to monitor.
TAT" REPORT 05 1509 - - _ _ I - -. A+-.---- - - . - - . -- - - - - -- - - - - - . - 4
FOCAL POINTS FOR A TEXTBOOK AFFORDABILITY TASK FORCE
From: CALIFORNIA COMMUNITY COLLEGES
MEMO TO CHANCELLORS, PRESIDENTS AND TRUSTEES INTERIM CHANCELLOR DIANE WOODRUFF
MAY 28,2008
COLLEGE OF THE DESERT
TEXTBOOK AFFORDABILITY TASK FORCE
REPORT MAY 15,2009
Task Force t o foster awareness and collaboration in deveiooinrr camous , - s o l ~ t ~ o n s to hlgh textbook - costs . -. Encoura~~np, t n r development and t - . . implementation of ~ex tbook Adoption Guidelines to establish agreements among your bookstores, faculty and other stakeholders to address early adoptions, usage timeframes, use o f bundles, and other issues so as to increase the number of used and lower cost textbooks available for students.
Educating the faculty, administrators and students about the roles they can play in reducing the cost o f textbooks while maintaining academic freedom and the use o f high quality textbooks and learning materials. Investigating other potential solutions on your campuses, such as creating textbook rental programs, increasing library reserves, encouraging the use of open educational resources, and negotiating with publishers for customized textbook editions, customized bundles, and the timing of new editions.
Focal Points
COD Act iv i ty
Established via BOG guidelines for membership. Met 6 times during 08-09.
Presentations made by members of TATF to faculty included:
Purpose of TATF, VPSA; Student Perspective on Textbook Affordability, ASCOD President/Student Trustee; Open Education Source for textbooks, Academic Senate President; Supplemental Info for Textbook Access: NetLibrary resource, and Text-books on Reserve using the Library Catalog, Reference Librarian How to Keep the Costs o f Textbooks Down, COD Bookstore Manager
Results provided substantial faculty compliance with ordering timelines and student buyback increases. Both o f these activities resulted in
Point Person/ Date
Accomplished
Accomplished Dr. Ramirez, 9/30/08 - 5/15/09
Established and planned to be On- Going
delivered to TATF and provided to faculty, administrators, staff and Board via a site on the COD Portal, a repository of all information and presentation materials
All activities, findings and information are on the TATF Portal site under Student Affairs for access and review by all staff and ASCOD PresidentIStudent Trustee.
going
Completed. Textbook Affordability Task Force: 09/30/08 - 05/15/09
Page 1 of 1
College of the Desert Matriculation Committee -Admissions Taskforce
Prepared by Dr. Diane N. Ramirez, 07/14/09 Date
Recommendations Action Taken Cmpltd
General Recommendations
1
2
The college should resume the administration of the Student Satisfaction Inventory at least every other year-this could be done in the years that the CCSSE is not given. The SSI should be administered a t least once before Student Services operations moves into the new Student Sewices Center.
Keterral slips wr~tten trom one ottlce to another ~nd~catlng what the student needs would be useful and eliminate some of the frustration students feel being sent from one office to another. This is often done during peak times in both the Counseling and A&R offices.
More staff may be needed in A&R during peak times. A"floating" staff member going through the lines and directing students to more appropriate offices if needed would be useful.
4
Institutional Research Office has scheduled CCSSEE for
Spring 10. SSI would be scheduled for Spring 11.
A. Gonzales and J. Loera to Create and distribute for use
in appropriate offices.
5
Page 1 o f 5
Spring 10;
Spring 11
It is generally practiced as staffing demands allow. Use
o f a Student Worker for this duty will be explored.
15-Aug-09
A t ~ u s n e e t tor students listing ottice names ana common issues aealt wltn oy each office would be useful in directingstudents to the correct location. For example, students often ask where to get their ID and are directed to the Office of Student Life when what they are really asking for is their student ID number, not a student ID card.
6
Fall 09
More training of front line staff is needed so that when students ask questions, appropriate follow-up questions are asked to ensure the student is given the correct information.
Enhance existing FA4 utilized at Welcome Week tents.
A. Gonzales and J. Loera t o distribute widely.
A recommenaatlon tor an "AII Lampus" retresner tralnlng tor stan be nela approximately two weeks before the start of each semester; this could be done on a Friday afternoon to minimize impact to work during peak times. This would allow front line staff to clarify processes so that they may best meet the needs of students a t the start of each term.
15-Aug-09
In goals o f VPSA, Deans for 09-10
TBD for 09-
10
Training for all front-line staff across college being
created by A. Gonzales and J. Loera Fall 09
College of the Desert Matriculation Committee - Admissions Taskforce
Prepared by Dr. Diane N. Ramirez, 07/14/09 Date
Recommendations Action Taken Cmpltd
7
8
An automated system for analyzing transcripts is needed. Such a system is being developed for community colleges and is being considered by the college.
The Assessment Center needs additional personnel who can administer the assessment to allow more flexibilityfor students. As the one full time assessment specialist is often off site at local high schools administering these and the part time assessment technician will be on leave soon, this aspect of the process is problematic for students and the assessment specialist.
Asimple chart that identifies where information is located, like fee payment deadlines, needs to be created so that when a specified staff member is making a change in one location, the same change is made in all published documents reflecting the most current information. This will help streamline updated information and eliminate conflicting information on, for example, the fee payment deadline.
-
Page 2 of 5
CC Tran pending development f r om CCC.
Priority List 09-10
3
Unknown
Create spreadsheet identifying domino information; to be updated: t o be discussed a t Matriculation Advisory
Committee (MAC) and Deans meetings f o r
implementation
To Be Determined
(TBD)
An online option for registering for the assessment process is needed; this would allow for flexibility on the part of students and also allow for an automated reminder to be sent to students just before their assessment date is scheduled.
.'"l c a w
sheet, 8/15/2009; MAC mtgs, ~~1109; Deans, Fall 09
Students should be able to choose the order of tests they take, and we should offer options to take the test over a longer session or even over the course of more than one day.
Priority List 09-10 TBD
TO be discussed by Matriculation Advisory Committee
(MAC) Fall 09
College of the Desert Matriculation Committee -Admissions Taskforce
Prepared by Dr. Diane N. Ramirez, 07/14/09
Recommendations Action Taken
Date
Cmpltd
Assessment personnel should remind students when they make their appointment for the assessment session that they must have their student ID number in hand. An email reminder system would also be useful for this. Currently a computerized system for setting up assessment appointments and automating email reminders is on the college's Priority List.
5
Completed. Automation pending priority list.
6
l~pp l ica t ion Process
IJ. Loera in discussions with CCCApply system lspring 09
Spring 2009 and Pending Automation
Matriculation exemption information should be made clearer, so students know if they do not have to take the assessments.
Ongoing dialog with our high school partners is needed to ensure that articulation between high school courses and college courses is clearly made so that students are testing into appropriate level courses that fit with their high school oreoaration level.
The director of the ASC, who oversees the assessment center, should have authority to provide re-testing authorization so students are not sent to another office for this service.
Completed. A. Gonzales working on on-line submission.
initiated and active through the Educational Consortium
and its work groups on Assessment and Articulation ;
CALPASS and its PLC discussions: MAC
1
Page 3 of 5
Summer 09longoing
Not appropriate. Violates Title 5 Matriculation regulations. Counseling purview.
Oneoinn
2
Spring 09
If COD participates in any CCCApply user groups, the broken FAFSA link and the unclear email log in locations should be addressed.
The first notification a student receives is a "Welcome" letter from COD to new applicants. This notice should be rewritten to be more userfriendly. Information should be listed in order of importance.
administrators directly: Ongoing discussions with User
Group
and On-
going
J. Loera & S. Tiaga revisions t o be taken for MAC Fall 09 Spring 09
College of the Desert Matriculation Committee -Admissions Taskforce
Prepared by Dr. Diane N. Ramirez, 07/14/09
Recommendations Action Taken
2.a
2.b
2.c
-
Date
Cmpltd
Oct 09
Spring 09
TBD
Spring 09
Spring 09
A checklist of things a student needs to do in the order they need to be done would be useful. For example, the first note should be to tell students what to do i f they do not get their student ID number. The steps for setting up assessment appointments and orientation should follow.
lntormat~on contamed in the letter about departments should match common names use on campus for those areas. For example, the Career Center Administration Building is referred to in the letter, but there is no building on campus that uses that name.
4
This already exists in Schedule of Classes. Will be
reproduced as a separate sheet and distributed a t all
viable information points/locations. A. Gonzales, J.
Loera
Letter edited. S. TiagafJ. Decapite
Students are told to call to set up an assessment time and orientation, but it is ' not clear if these can be done before the student ID number is issued. Having one phone number to call for both of these appointments and a web registration option are both recommended. A web registration system would also allow a reminder e-mail to be sent to students, something that the assessment specialist commented on as being useful. A request for a web-based system is currently before the College Planning Council. On Priority List 09-10
The second notification should issue the student her ID number. A sample e-mail where the subject line contains the student's ID has also been drafted so that if
the text of the message is lost the student still receives her ID.
known errors exlst wnen aata 1s aownloaaea from LLLAPP~Y to i v u ' s Uatatel. COD currently downloads information every 30 minutes, making it difficult for staff to locate and correct errors manually. The task force recommends downloading information once a day, as other colleges do. This will make errors easier to identifv and correct.
Contradicts FERPA security. Placing on and directing t o
WebAdvisor protects access t o student ID.
Comnleted. 5. Tiaea. F. Roa
College of the Desert Matriculation Committee - Admissions Taskforce
Prepared by Dr. Diane N. Ramirez, 07/14/09
Recommendations Action Taken
Date
Cmpltd
Page 5 of 5
Fall 09
Spring 09
6
A college should conslder an alternative appllcatlon process tor students who are unable to complete the process online. The task force recognizes that CCCApply and Datatel work together to gather necessary information on thousands of incoming students each year.
The Matriculation Exemption process should be clarified to potential students and simplified. The Matriculation Advisory Committee and the Dean of Student Support Services have already revised the Matriculation Waiver form and changed the way this document is referenced for the 2009-2010 COD catalog.
Referred t o MAC.
Completed