institutional effectiveness council agenda

Michelle Fowles, Research & Planning Tom Jacobsmeyer, Admin Services Tino Manzano, Student Services Karen Daar, Academic Affairs Annie Reed, Teamsters 911
Faculty Members
Rebecca Stein, Chair, PEPC Michael Arshagouni, Chair, HPC Darby Southgate, Chair, EPC Josh Miller, Senate President* Larry Nakamura, AFT President designee Jackie Hams, Chair, TC Scott Weigand, Chair, Student Success Meredith Leonard, Chair, WEC
Staff Members
Tom Aduwo, SEIU 721 Cyndi Maddren, AFT 1521A Michael Jack, Bldg&Trades/SEIU 99
Student Members
Ex Officio
Sue Carleo, LAVC President Resource Members
Maggie Lopez (Vacant), Chair, FROG Raul Gonzalez, Budget Office Violet Amrikhas, Budget Office Deborah Kaye, Accreditation Jennifer Fong, Public Relations
*Chair LAVC Mission Statement: Los Angeles Valley College serves the community by providing transfer, degree, vocational, transitional, and continuing education programs in an attractive and accessible learning environment that fosters student success. Embedded in these programs are the greater goals of critical thinking and life-long learning which are necessary for success in the workplace and for advancing one’s education, personal development and quality of life. IEC Mission Statement: The Institutional Effectiveness Council oversees, coordinates and assesses long-term planning and budgeting for the College as a basis for effective and informed decision- making through shared governance in alignment with the Educational Master Plan forwarding its recommendations to the College President.
September 4, 2012 1:30 pm
PCR
Agenda
1. Approval of Minutes from June and August meetings and notes from June retreat.
2. President’s Response to Forwarded
Motions 3. IEC chair report 4. Budget
5. Old Business/discussion items
a. Approval of staffing plans- M. Arshagouni b. Review of edited ‘house rules’- J. Miller
6. New Business/discussion items a. IEC 2012-2013 goals- J. Miller
b. Communications report- J. Fong c. BOT report and student survey-M. Fowles d. TC forms- J. Hams
7. Reports
a. HPC b. EPC c. PEPC d. EPC e. TC f. WEC g. Student Success h. Constituency groups
8. Public Agenda Speakers 9. Adjournment Future Meeting Dates Committee Meeting Dates (9-4-12, 10-2-12, 11- 6-12, 12-4-12, 1-15-12, 2-5-13, 3-5-13, 4-2-13, 5- 7-13, 6-4-13) *Meetings will be scheduled on the 3rd Tuesday of each month on a as needed basis. *The December 4th meeting may be a long one. *The retreat will be June 13, 2012.
Minutes
Members Present: Tom Aduwo, Michelle Fowles, *Tom Jacobsmeyer, Tino Manzano, Sandy Mayo, Annie Reed, Mike Jack, Scott Weigand, Josh Miller, Larry Nakamura, Cyndi Maddren, Sheri Berger (for Rebecca Stein), Michael Arshagouni, Darby Southgate, Meredith Leonard, Claudette Belmonte (for Jackie Hams)
Members Absent: Norvan Berkezyan, Eduard Grigoryan
*Chair
President Sue Carleo, LAVC President (Ex Officio)
Resource: Maggie Lopez, Violet Amrikhas, Raul Gonzalez
Guest: Jennifer Fong, Laurie Nalepa, Dennis Reed
1. Approval of Minutes The minutes from the meeting of May 1 and May 15, 2012 were approved.
2. President’s Report a) Pending motions are being reviewed for action and will be posted on the
webpage. b) Other:
Preparing the IEC agenda for the retreat on June 14. This is our opportunity to make improvements and goals for next year. Met with the Vice President of Academic Affairs to discuss the reassigned time list.
c) There is no news on the status of the budget and moratorium. d) Commencement is tomorrow. Everyone is encouraged to attend.
Approximately 75 faculty and about half of the total graduates (833 total) will participate.
3. Budget
a) Budget Report – A report entitled “Fiscal Analysis Report to the IEC” was distributed. The report calls for a total a deficit reduction of $1,514,218. To date the Budget Office has identified reductions of $598.351. An additional $1,915,136 in total reduction is pending. The Budget Office is now on the web. (Here is the link: http://www.lavc.edu/budgetoffice/index.html).
b) FROG – The FROG was charged with analyzing next year’s budget and identifying cuts. The FROG could not identify any further cuts under the purview of this committee. Dr. Carleo stated that if we receive direction from the Chancellor to identify more cuts, they have to be made by the President if there is no further input from IEC. There is some hope that the District will cover the deficits by tapping on its reserves. Dr. Carleo invited everyone to attend the district’s DBC meeting.
4. Reports (and motions) a) Conference Motions b) HPC presented two motions:
1. Motion to validate current staffing plans presented by Senior Staff to HPC was postponed as support documentation was not provided.
2. Motion to validate current the necessity of two staff positions: costume maker and biology lab technician was withdrawn. This recommendation does not need to come to IEC as a motion.
Discussion was held regarding the number of faculty and staff hires. Michelle Fowles recommended that the Institutional Research office create a 5-year trend report that reflects these indicators for future reference.
c) EPC presented two motions: 1. In support of the PASS implementation plan, for Spring
2013, EPC recommends the reallocation of .56 FTEF for 8 sections of PD1. Furthermore, the EPC FTEF workgroup will use the PASS implementation plan and data to facilitate future campus-wide allocation. Rationale for Motion: These additional PD1 courses will facilitate the successful progress of students by helping students prepare for academic work. MSP S. Mayo/T. Jacobsmeyer, the motions was approved by unanimous vote (15/0/0).
2. To accept the grant Writing Internal Procedures Handbook. The purpose of this handbook is to assist faculty and staff in writing and submitting competitive grants proposals for Los Angeles Valley College by outlining the internal college processes and procedures for grant proposals. Rationale for Motion: EMP goal 4: Enhance institutional effectiveness. MSP M. Arshagouni/J. Miller, the motion was approved by unanimous vote (15/0/0).
d) PEPC – no report e) DPC – D. Southgate reported the Maury Pearl presented the same report
he presented to IEC last time. District is doing an evaluation process that
includes 4 goals and about 60 measurable points. Darby will email this document to IEC members.
f) WEC presented three motions: 1. The Work Environment Committee recommends the
adoption of a uniform temporary parking pass, made available in two colors – one for faculty/staff parking lots and the other for student parking lots. Rationale for Motion: This motion supports Goal 4, Objective 6 of the Educational Master Plan, by enhancing the efficiency of the College, thus supporting the teaching- learning process. MSP M. Arshagouni/J. Miller, the motion was approved by unanimous vote (15/0/0).
2. The Work Environment Committee recommends the adoption of a Temporary Parking pass Issuance Protocol (attached). Rationale for the Motion: This motion supports Goal 4, Objective 6 of the Educational Master Plan, by enhancing the efficiency of the College, thus supporting the teaching- learning process. MSP S. Berger/J. Miller, the motion was approved by unanimous vote (16/0/0/).
3. The Work Environment Committee recommends the adoption of a new campus Smoking Policy (attached) Rationale for Motion: This motion supports Goals 4, Objective 6 of the Educational Master Plan: enhancing the health and safety of the college, in support of the teaching- learning process. MSP F. Manzano/S. Mayo, the motion was approved. (vote: 14/1/0).
g) Tech presented two motions: 1. Approval of the 2012-2017 Los Angeles Valley Technology
Plan by the IEC committee. Rationale for Motion: The 2012-2017 LAVC Technology Plan is a 5-year plan to provide vision, leadership, planning and coordination for campus-wide computing, telecommunications, technology issues and standards in general. MSP S. Mayo/M. Arshagouni, the motion was approved by unanimous vote (15/0/0).
2. Resolved, that the 2012-2017 Priority Listing for the departmental annuals plans is approved by the IEC Committee
Rationale for Motion: The Tech Committee reviewed the submitted technology plans complied by each department. This priority list can be used for planning and coordination of campus wide computing, telecommunications, and technology issues. MSP S. Mayo/M. Arshagouni, the motion was approved by unanimous vote (16/0/0).
h) Student Services – No report. The committee has not met. i) PASS Update – Deborah diCesare reported that the group has met. The
other groups are in the list of meeting and planning…… j) Constituency groups
The Reassigned time workgroup presented the following motion: 1. Approve the following tiers as a prioritized list of reassigned
time and non-teaching hourly assignments. (For full list, see entire motion on the IEC webpage). Rationale for Motion: the workgroup was tasked with making recommended reductions for 2012-2013 to assist with reducing college expenditures. MSP M. Fowles/L. Nakamura, the motion was approved. (vote: 13/2/1). The workgroup recommends that an audit be conducted to find ways for evaluating their effectiveness and to insure compliance with contractual obligations. A recommendation was made to create a rubric to use as criteria for future reassignments.
5. Old Business Chair Election – Josh Miller accepted the nomination to serve as the next IEC Chair. MSP M. Arshagouni/T. Manzano the motion to name Josh Miller as the new IEC Chair for a 2-year term was approved. (vote: 16/0/0). Annual Plan Update – Tier 2 committees were asked to synthesize their module reports and submit status to close loop and start discussion.
6. New Business Communications Workgroup Report – Jennifer Fong announced the launching of a revamped 411 page. Because there were concerns that people did not understand the meaning of 411 updates, the workgroup came up with a new name: “LAVC Communications Update”. We will create a new template that identifies what it is, as well as, contact information. We will also create a new LAVC communications email address. The last item will be a new communications website designed to help keep the campus better informed about the shared governance process. The revamped website design should be up and running after June 14.
Copies of the IEC Committee Self Evaluation report were distributed and discussed. Copies of the HPC Self Evaluation and the PEPC Self Evaluation reports were received and will be discussed at the retreat.
7. Discussion items – none
9. Adjourn – the meeting was adjourned at 3:32 p.m.
The next meeting will be the annual IEC retreat on June 14.
Institutional Effectiveness Council
Members Present: Tom Aduwo, Michelle Fowles, *Tom Jacobsmeyer, Tino Manzano, Sandy Mayo, Annie Reed, Scott Weigand, Cyndi Maddren, Rebecca Stein, Michael Arshagouni, Darby Southgate, Meredith Leonard, Claudette Belmonte-Bentley (for Jackie Hams)
Members Absent: Norvan Berkezyan, Eduard Grigoryan, Mike Jack, Josh Miller, Larry Nakamura
*Chair
President Sue Carleo, LAVC President (Ex Officio)
Resource: Maggie Lopez, Violet Amrikhas, Raul Gonzalez
Guest: Laurie Nalepa, Dennis Reed, Sheri Berger, Sherri Rodriguez, Tom Lopez, Angie Baca Tiffany Lanoix, Eugenia Sumnik-Levins, Lilit Davoyan, Laura Scott, Yovanna Campos, Deborah diCesare, Israel Ortiz
1. Approval of Minutes There were no minutes to approve. The minutes from the meeting of June 5, 2012 will be presented for approval next time.
2. President’s Report – a) Goals for the Day – President Carleo stated that today’s retreat would focus
on three goals: 1) The Annual Self-evaluation process, 2) the role of the FROG; and 3) completion of the Shared Governance Handbook.
b) A copy of the IEC motion track form indicating the work of the IEC was distributed.
c) Updates to the new Communications page should be finished this summer.
d) The district Finance Committee met yesterday. The Board of Trustees, at its June 13 meeting, approved a new budget allocation model created by DBC (District Budget Committee) and recommended by the Chancellor. The committee was referred to the June 13 Board of Trustees Agenda, Communication No. BF4 for details on the “Amendment to Budget Allocation Mechanism”. (http://www.laccd.edu/board_of_trustees/board_agendas/documents/SDO -09-KMC612060714140.pdf)
e) The Board made two other decisions that will allow the District to maintain more funds. The funds will be used for M&O needs. In terms of cleanliness, Valley is at level 3 = Good. The District will also maintain
3. Old Business
Annual Plan Completion – All modules are due. Almost 30% of the total modules are missing. For Cycle 2 – 4 are missing. WEC and HPC summary reports are outstanding. They need to bring their annual plan reports to IEC in a synthesized form. Tier 2 Committees that have changes to the modules need to be submitted by July 1st.
The group devoted the rest of the time to discuss and find ways to reduce the budget; discuss the self-evaluation plans; and work on completing the shared governance handbook.
Adjourn – the meeting was adjourned at 3:30 p.m.
Institutional Effectiveness Council
August 21, 2012
Members Present: Nick Gigia (for Tom Aduwo), Michelle Fowles, Tom Jacobsmeyer, Tino Manzano, Karen Daar, Annie Reed, Mike Jack, Jackie Hams, Josh Miller (chair), Darby Southgate, Scott Weigand, Cyndi Maddren, Maggie Lopez (resource)
Sue Carleo (ex officio),
Members Absent: Larry Nakamura
Guests: Jennifer Fong-Borucki
The meeting was called to order at 1:40 p.m. The meeting consisted of a series of discussions about how IEC would be run this year.
1. Agenda – The format for the agenda will be old business, new business, and then reports. Action items will be dealt with first and then reports as time allows.
2. House Rules – the timeline needs to be followed in order to allow time for motions to come with the fiscal analysis form and for the council members to adequate time for review. Tier 2 chairs need to forward their motions to the IEC chair and Budget Office within 5 days of the Tier 2 committee meeting. See House Rules handout below.
3. Meeting Schedule – IEC will meet on the first Tuesday of the month with the second meeting (on the third Tuesday) happening only if necessary to vote on motions. The first meeting of the month may go a little longer if needed to finish business. For the last meeting of the Fall semester (December 4th), members should plan for a longer meeting if necessary to finish Fall business.
4. Robert’s Rules of Order – the Council will follow Robert’s Rules of Order. A chart of motions was distributed.
5. Handbook – Michelle Fowles and Rebecca Stein are working on going through comments from the Retreat and will bring a draft to the second September meeting. IEC had previously voted for there to be a workgroup to work on the Budget and Accounting section but the workgroup was never formed. Tom Jacobsmeyer will form a workgroup to work on this section. The plan is to
approve what we have even without that section and then approve that section separately when it comes.
6. Tier 2 Chair Evaluations – although we have a self-evaluation form, there is no formal process for evaluating Tier 2 chairs, all of whom receive reassigned time. A workgroup was formed consisting of Josh Miller, Annie Reed, Michelle Fowles, Tino Manzano, a faculty member TBD, and a staff member TBD. The issue of committee members who don’t do their job was also raised.
7. Fiscal Module Analysis – the FROG needs to do a final report analyzing the fiscal annual plan modules that were submitted last year (e.g., total requests, trend analysis). The IEC chair will email the FROG chair with the request.
8. Year-End Analysis of Motions – the IEC chair will do a year-end analysis of all motions passed during the year by IEC. This can be looked at as part of the evaluation process at the retreat.
9. Accreditation – IEC needs to be updated on the process. Thee will be Town Halls, a mock accreditation visit (October 23), and feedback sessions on each standard before our site visit in March. Tier 2 committees need to make sure their work is reflected in the self study. IEC will need to approve the self study and the planning agenda items and needs adequate time to fully review these items.
10. Retreat – the date was set for June 13th and the name changed to the Annual Organization Meeting. The purpose of the meeting is evaluation of the year and goal setting for the next year. Constituent groups will check with their groups about funding. A planning workgroup was formed consisting of Josh Miller, Karen Daar, Annie Reed, Cyndi Maddren, Michelle Fowles, Tino Manzano.
11. Calendar – we need a calendar of what needs to come through IEC and at what time during the year. A calendar workgroup was formed consisting of Josh Miller, Michelle Fowles and Rebecca Stein.
12. Prioritization Rubric – we need to be clear on how we make decisions and prioritize. A one-page summary chart of actionable plans, Ed Master Plan goals and other fundamental things we are committed to will be created. EPC will take the lead, coordinating with SSC.
13. Staffing Plans – the plans are not posted on the motions page. Research needs to be done to make sure they were approved and make sure that they get posted. Maggie Lopez will follow up on this.
14. Committee Vacancies – a staff member is needed for EPC. If there are any other committee vacancies, let Michelle Fowles know. She also has the committee interest survey results which can be used to recruit workgroup members.
15. Role of IEC Chair – Josh Miller, incoming IEC chair, asked about the role of the IEC chair. There is a description in the Handbook. The chair is a Valley College rep on the District Planning Committee and should attend the quarterly reviews with the District (to which all IEC members are invited).
16. Committee Meeting Times – if you haven’t already, confirm your meeting times with Jennifer Fong. She will coordinate with Josh Miller to contact committee chairs who have not responded.
17. Constituency Groups – the committee members discussed how we disseminate information to our constituency groups (e.g., at meeting, through written reports).
18. Adjourn – The meeting was adjourned at 3:05 PM.
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HOUSE RULES FOR INSTITUTIONAL EFFECTIVENESS COUNCIL
To make a motion at IEC:
1. Send Motion Form and Cost Analysis Request. The motion author must send both documents to the Budget Office and IEC chair (with cost analysis request in the subject line) by 1 pm the Monday of the previous week before the scheduled IEC meeting.
2. Send Motion Form and completed Cost Analysis Request form to the IEC chair. The motion author must send both documents to the IEC chair by 6PM the Wednesday before the scheduled IEC meeting.
3. IEC Chair Circulates Agenda and other attached item. IEC chair will forward to the IEC Committee members by 6PM the Thursday before the scheduled IEC meeting.
4. Emergency Motions. Emergency Motions must be brought to the scheduled IEC meeting and if possible, sent to the IEC Chair as an “emergency motion.” The IEC Committee must vote to determine whether or not the substance of the motion elevates to emergency status (because of a compelling reason and urgent nature). If not, the motion will die and can be resubmitted through the regular routing process.
VOTING
5. Quorum for IEC consists of a minimum of 13 out of 18 voting members.
6. No proxy votes are allowed.
7. No secret ballots are allowed.
8. Substitutes. A substitute for a voting member is allowed on two (2) conditions. First, the substitute must be a member of the voting member’s constituency group and second, that notice of the substitution is given to the IEC Chair within a reasonable time before the scheduled meeting date.
9. Counting Votes. Voting will be counted by the IEC Chair by asking members to raise their hands until tallied. Members can vote “yes, no or abstain.” Abstentions cannot be counted as a yes or no vote.
A motion passes if at least two-thirds of the members present are in support of the motion: If _____members are present ______”yes” votes are needed
to pass a motion 13 9 14 9 15 10 16 11 17 11 18 12
10. Discussion. The IEC Chair facilitates the discussion of each motion on the agenda, from the floor, and emergency motions that are routed to the IEC Committee for a vote. A voting member must 2nd the motion. After there is a 2nd, the IEC Chair calls for “discussion” of the motion on the table by saying “who is arguing in favor of this motion?” Once that member concludes his/her argument in favor of the motion the IEC Chair will say “who will argue in opposition of the motion?” Each argument in favor of and in opposition to will be managed in this format.
Institutional Effectiveness Council Recommendation
Motion # : (assigned by Council)
Los Angeles VallDate Presented to IEC: Los Angeles Valley College Revision of a previous motion? Yes
I. Motion uncil Recommendation
Initiator: EPC xHPC PEPC SSC TC WEC IEC Other (specify):
Date of Action:5/24/12
Statement of Motion: (Use separate form for each issue.)
Motion to validate current staffing plans presented by Senior Staff to HPC, contingent on Senior Staff providing funding sources for all positions on plans.
Rationale for Motion: (Address how the motion supports the Educational Master Plan.)
This motion provides senior staff the flexibility to hire staff/administrative positions based on college need, which will increase the effectiveness of each division.
Goal 1: Increase student retention, persistence and success Goal 2: Increase student access Goal 3: Enhance academic programs and services to meet student needs xGoal 4: Enhance institutional effectiveness
Data Considered & Source(s): [Specify specific data considered (e.g. efficiency, success, service trends) and attach a summary report where applicable.] 05/24/2012
x Forwarded to IEC Chair Forwarded to Budget Office with Fiscal Analysis Request form No fiscal impact II. Status of Recommendation:
Accepted by IEC
Modified by IEC
Statement of Modification:
Rejected by IEC
Reason for Returning Recommendation:
Accepted as Recommended Implementation Date:
Modified Recommendation Implementation Date:
Denied Recommendation
Date of Action: President’s Signature: ___________________________________________
Distribution: Original to Official File Copy to President Posted to Web Copy to IEC Chair
Administrative Services
Staffing Plan – 2012-13
For all areas:
1) How has the staffing in your area changed over the last year? Administrative Services have lost 26 positions over the last 3 years.
2) What staffing changes are anticipated in the next year? Additional positions will be lost as a
freeze on hiring is in effect. Unless some positions are replaced we will experience greatest difficulty in IT and Custodial.
Staffing Needs
1) Is the current staffing level adequate to meet program goals (as listed in program review and annual plan documents) and college goals (as listed in the college’s Educational Master Plan)? No If not, explain why not. Make sure to reference supporting documents (annual plans,
program review narrative, Educational Master Plan) and include any relevant supporting data. Current staffing will allow barely minimum support to the Ed Plan. Facilities are not cleaned sufficiently on a daily basis and the IT support is woefully short to properly support and ongoing, robust IT system as required for a college of 30,000 students.
2) What gaps exist in current staffing? What are your current staffing needs? Explain the need for
these positions. Please refer to attached Staffing Plan.
3) What additional staffing needs will there be in the next two years? Explain the need for these positions. The explanation should reflect the long-range plans in your program review narrative and the college’s plans in the Educational Master Plan. Please refer to attached Staffing Plan
4) Do you have enough office space to accommodate the additional staff? Explain. Yes
5) Will additional equipment be required to support the additional staff (e.g., telephone,
computer, furniture)? If so, specify. No new equipment will be required but replacement of Custodial equipment will be necessary. IT equipment runs on a 3 or 5 year replacement cycle.
6) List the positions needed in priority order with the highest priority listed first: The two main
priority areas are IT and Custodial
7) Are there other strategies that could help fill staffing needs (e.g., workload sharing, retraining, and reclassification)? Explain. No, there are insufficient personal to staff all positions thus these strategies would not be able to be implemented.
8) Attach a Desired Organizational Chart (list current and desired positions; indicate whether each
position is currently funded or unfunded). Required for service areas; optional for instructional areas. See attached chart
4) 5 Year Plan Explain the Division’s 5-year plan for baseline and desired additional positions. The 5 year plan is based on support and instructional needs as described in the Facilities Master Plan and the Ed Master Plan. With few exceptions, there are no “additional” positions as the positions required are actually replacement of positions lost over the last 7 years. Refer to the Staffing Plan for additional position notations. 5) Organization Charts Attach the division’s current org chart (listing currently filled positions only) and the division’s desired org chart (listing all current and desired positions). See attached Org Chart. Positions in black typeface are current; also refer to the Staffing Plan.
Administrative Services Annual and Five year Staffing Plans
Add’l. Notes
2013/ 14
2014/ 15
2015/ 16
2016/ 17
VP Admin. Services 1 0 1 Assoc. VP Admin Services 1 0 1 Financial Analyst 1 0 1 Administrative Assistant 1 0 1 Sr. Office Assistant 0 1 1 1 Required for documents processing Office Assistant 1 0 1
Sub Total 5 1 6 0 1 0 0 0
Athletic Director 1 0 1 Athletic Trainer 2 0 2 Sr. Office Assistant 1 0 1 Athletic Facilities Assistant 1 1 2
Sub Total 5 1 6 0 0 0 0 0
Bookstore Manager 0 1 1 Asst Bookstore Manager 1 0 1 Bookstore Buyer 1 1 2 Office Aide 0 1 1 Senior Accounting Tech 0 0 0 Stock Control Asst 1 0 1 Cashier A Shift 2 2 4 3 Acctng requirement - Audit exception Cashier B Shift 1 2 3 1 B Shift support (requires 2 staff)-Audit excptn
Sub Total 6 7 13 0 4 0 0 0
College Financial Admin 1 0 1 Senior Accountant 0 1 1 Supervising Acctg Tech-A Shift 1 1 2 Change to B Shift Supervising Acctg Tech-B Shift 0 0 0 1 Change from A Shift Senior Acct. Tech 2 0 2 Accounting Tech-A Shift 1 0 1 1 Acctng requirement - Audit exception Accounting Tech-B Shift 0 0 0 1 Shift Supervision - Audit exception Accounting Assistant 3 0 3 Senior Cashier 0 1 1 Upgrade openings to Acctg Tech Cashier 1 2 3 Upgrade openings to Acctg Tech Admin. Analyst 1 0 1 Payroll Assistant 2 0 2
Add’l. Notes
Current Current Filled Vacant
2011/12 2011/12 2012/ 13
Total Future Positions
os #
Senior Personnel Asst 2 0 2 Stock Control Supervisor 1 0 1 Stock Control Asst 1 0 1 Stock Control Aide 0 1 1 1 Inventory accounting processor
Sub Total 15 6 21 3 1 0 0 0
Sr. Office Asst-“A” Shift 0 1 1 Sr. Office Asst- “B” Shift 1 0 0 Position to remain unfilled
Manager, Community Services 1 0 1 Community Services Asst 0 1 1
Manager, College Info System 1 0 1 Sr Computer/Netwrk Support Spec 2 1 3 1 Additional 1000 Computers/Network support Computer/Network Support Spec 5 1 6 1 Additional 1000 Computers Instructional Asst/IT (new) 0 0 0 Web Architect (new) 0 0 0 1 Required for support of Ed Plan Software System Engineer (new) 0 0 0 1 Required for support of Ed Plan PAMA Senior Instructional Media Spec 1 0 1 Instructional Media Specialist 0 2 2 1 1 Ed Plan support Instructional needs Instructional Media Assistant 1 0 1 Accounting Assistant 1 0 1
Sub Total 11 4 15 3 2 1 0 0
Director of College Facilities 1 0 1 Operations Manager 1 0 1 Senior Custodial Supervisor A Shift 0 0 0 Will remain unfilled Custodial Supervisor Early A Shift 1 2 3 2 Critical positions Custodial Supervisor B Shift 1 0 1 Custodian Early A Shift 19 6 25 3 3 1 required for H&S-new facilities Custodian A Shift 4 3 7 1 2 required for H&S-new facilities Custodian B Shift 3 3 6 3 No Custodians on "B" shift General Foreman 1 0 1 Lead Carpenter 1 0 1 Carpenter 2 0 2 1 Increased requirements (Bond) Maintenance Assistant 3 0 3 1 Increased requirements (Bond)
INFORMATION TECHNOLOGY
CAMPUS SHERIFF
COMMUNITY SERVICES
MAINTENANCE & OPERATIONS
2011/12 2011/12 2012/ 13
os #
Painter 2 0 2 1 Increased requirements (Bond) Gardening Supervisor 1 0 1 Gardener 5 3 8 2 1 Increased requirements (Bond) Lead Plumber 1 0 1 Plumber 1 0 1 Performing Arts Tech 0 0 0 Moved to Theater Arts Pool Supervisor 1 0 1 Pool Operation Tech 2 0 2 Supervisor HVAC 1 0 1 HVAC Tech 2 1 3 1 required for H&S-new facilities Mechanic 1 0 1 Electronics Tech 1 0 1 Locksmith 1 0 1 Machinist 1 0 1 Lead Electrician 1 0 1 Electrician 1 1 2 1 required for H&S-new facilities
Sub Total 59 19 78 9 6 7 1 0
Regional Procurement Spec 1 0 1 Purchasing Aide 1 0 1
Office Supervisor 1 0 1 Sr. Office Asst-Master Calendar 1 0 1 Office Assistant 2 2 4 Repro Equipment Operator 1 0 1 Offset Machine Operator 1 0 1
Sub Total 6 2 8 0 0 0 0 0
Totals 111 42 152 15 14 8 1 0
REPROGRAPHICS, MAILROOM, OPERATOR
Assoc. VP – Admin Services
Office Assistant Yovanna Campos
Bookstore Manager Vacant - 0414
Bookstore Buyer Jonda Brooks, 0635
Vacant - 1
Vacant - 1 Vacant - .1
0404
Stock Control Asst. Stacey Allen, 0648
College Deputy Rick Baker
Sheriff Deputy Andre Washington
Vacant - 1
Director of College Facilities Tom Lopez, 0506
Senior Accountant Vacant - 1
Nikodimos Tekie (.7) 0404
Vacant-1
Accounting Assistant Deborah Castellanos,
Senior Cashier Vacant - 1
Cashier Fidel Garcia, 0641
Stock Control Aide Vacant - 1
Area Lead Sergeant Martinez
(23 FTE) Vacant-6
Gardeners Hung Le, 0582
Daniel Valdez 0584 Vacant - 3
Lead Carpenter Cain Contreras, 8095
Lead Plumber Jim Taylor, 0511
Maintenance Asst. William McMullen, 0530
Painters John Mejia, 0518 Ali Javadi, 0517
Lead Electrician Rodney Smith, 8094
Electrician Michael Jack, 0510
Mechanic Maurice Pontani, 0671
Electronics Tech. A. Amarawansa, 0526
Performing Arts Technician
Mike Bernstein, 0652
Plumber Robert Babbit, 8207
Manager, College Info. System
Vacant 0393 John Beck, 7783 (SFP)
Nick Giglia 6062
Sal Mosqueda Phuc “Peter” Thai
Vacant - 1
Maintenance & Operations
Business Office
Pool Supervisor Earin Gittens, 0666
Information Technology & Media ServicesCollege Sheriff
Financial Analyst V. Amrhikas, 9525
Gardener Supervisor Jack Epling, 0577
Administrative Analyst Tom M. Aduwo, 0632
Payroll Assistant Eva Zaldana, 0407 Bruce Main, 0406
Sr. Personnel Asst. Carole Weston, 0416 Yasmin Aviles, 0417
General Foreman Frank Vitone,0507
(22 FTE) Vacant - 2
Accounting Assistant Cynthia Macking (.5) 0408
Procurement Specialist Ramona Divinagracia,
Offset Machine Operator
Orlando Ventura, 0499
Repro, Mailroom & Telephone
Sr. Office Assistant Lu Grella, 0429
Athletic Trainer Angelo Cimity, 0662 Dennis Mestas, 0663
Athletics Facilities Asst. Trung Nguyen, 0672
Sr. Office Assistant Cynthia Maddren, 0428
Office Assistants Lizette Lopez
Theresa Ramirez Vacant - 2
Instructional Media Specialist
Staffing Plan – 2012-13
For all areas:
1) How has the staffing in your area changed over the last year? Administrative Services have lost 26 positions over the last 3 years.
2) What staffing changes are anticipated in the next year? Additional positions will be lost as a
freeze on hiring is in effect. Unless some positions are replaced we will experience greatest difficulty in IT and Custodial.
Staffing Needs
1) Is the current staffing level adequate to meet program goals (as listed in program review and annual plan documents) and college goals (as listed in the college’s Educational Master Plan)? No If not, explain why not. Make sure to reference supporting documents (annual plans,
program review narrative, Educational Master Plan) and include any relevant supporting data. Current staffing will allow barely minimum support to the Ed Plan. Facilities are not cleaned sufficiently on a daily basis and the IT support is woefully short to properly support and ongoing, robust IT system as required for a college of 30,000 students.
these positions. Please refer to attached Staffing Plan.
3) What additional staffing needs will there be in the next two years? Explain the need for these positions. The explanation should reflect the long-range plans in your program review narrative and the college’s plans in the Educational Master Plan. Please refer to attached Staffing Plan
4) Do you have enough office space to accommodate the additional staff? Explain. Yes
5) Will additional equipment be required to support the additional staff (e.g., telephone,
computer, furniture)? If so, specify. No new equipment will be required but replacement of Custodial equipment will be necessary. IT equipment runs on a 3 or 5 year replacement cycle.
6) List the positions needed in priority order with the highest priority listed first: The two main
priority areas are IT and Custodial
7) Are there other strategies that could help fill staffing needs (e.g., workload sharing, retraining, and reclassification)? Explain. No, there are insufficient personal to staff all positions thus these strategies would not be able to be implemented.
8) Attach a Desired Organizational Chart (list current and desired positions; indicate whether each
position is currently funded or unfunded). Required for service areas; optional for instructional areas. See attached chart
4) 5 Year Plan Explain the Division’s 5-year plan for baseline and desired additional positions. The 5 year plan is based on support and instructional needs as described in the Facilities Master Plan and the Ed Master Plan. With few exceptions, there are no “additional” positions as the positions required are actually replacement of positions lost over the last 7 years. Refer to the Staffing Plan for additional position notations. 5) Organization Charts Attach the division’s current org chart (listing currently filled positions only) and the division’s desired org chart (listing all current and desired positions). See attached Org Chart. Positions in black typeface are current; also refer to the Staffing Plan.
Administrative Services Annual and Five year Staffing Plans
Add’l. Notes
2013/ 14
2014/ 15
2015/ 16
2016/ 17
VP Admin. Services 1 0 1 Assoc. VP Admin Services 1 0 1 Financial Analyst 1 0 1 Administrative Assistant 1 0 1 Sr. Office Assistant 0 1 1 1 Required for documents processing Office Assistant 1 0 1
Sub Total 5 1 6 0 1 0 0 0
Athletic Director 1 0 1 Athletic Trainer 2 0 2 Sr. Office Assistant 1 0 1 Athletic Facilities Assistant 1 1 2
Sub Total 5 1 6 0 0 0 0 0
Bookstore Manager 0 1 1 Asst Bookstore Manager 1 0 1 Bookstore Buyer 1 1 2 Office Aide 0 1 1 Senior Accounting Tech 0 0 0 Stock Control Asst 1 0 1 Cashier A Shift 2 2 4 3 Acctng requirement - Audit exception Cashier B Shift 1 2 3 1 B Shift support (requires 2 staff)-Audit excptn
Sub Total 6 7 13 0 4 0 0 0
College Financial Admin 1 0 1 Senior Accountant 0 1 1 Supervising Acctg Tech-A Shift 1 1 2 Change to B Shift Supervising Acctg Tech-B Shift 0 0 0 1 Change from A Shift Senior Acct. Tech 2 0 2 Accounting Tech-A Shift 1 0 1 1 Acctng requirement - Audit exception Accounting Tech-B Shift 0 0 0 1 Shift Supervision - Audit exception Accounting Assistant 3 0 3 Senior Cashier 0 1 1 Upgrade openings to Acctg Tech Cashier 1 2 3 Upgrade openings to Acctg Tech Admin. Analyst 1 0 1 Payroll Assistant 2 0 2
Add’l. Notes
2011/12 2011/12 2012/ 13
os #
Senior Personnel Asst 2 0 2 Stock Control Supervisor 1 0 1 Stock Control Asst 1 0 1 Stock Control Aide 0 1 1 1 Inventory accounting processor
Sub Total 15 6 21 3 1 0 0 0
Sr. Office Asst-“A” Shift 0 1 1 Sr. Office Asst- “B” Shift 1 0 0 Position to remain unfilled
Manager, Community Services 1 0 1 Community Services Asst 0 1 1
Manager, College Info System 1 0 1 Sr Computer/Netwrk Support Spec 2 1 3 1 Additional 1000 Computers/Network support Computer/Network Support Spec 5 1 6 1 Additional 1000 Computers Instructional Asst/IT (new) 0 0 0 Web Architect (new) 0 0 0 1 Required for support of Ed Plan Software System Engineer (new) 0 0 0 1 Required for support of Ed Plan PAMA Senior Instructional Media Spec 1 0 1 Instructional Media Specialist 0 2 2 1 1 Ed Plan support Instructional needs Instructional Media Assistant 1 0 1 Accounting Assistant 1 0 1
Sub Total 11 4 15 3 2 1 0 0
Director of College Facilities 1 0 1 Operations Manager 1 0 1 Senior Custodial Supervisor A Shift 0 0 0 Will remain unfilled Custodial Supervisor Early A Shift 1 2 3 2 Critical positions Custodial Supervisor B Shift 1 0 1 Custodian Early A Shift 19 6 25 3 3 1 required for H&S-new facilities Custodian A Shift 4 3 7 1 2 required for H&S-new facilities Custodian B Shift 3 3 6 3 No Custodians on "B" shift General Foreman 1 0 1 Lead Carpenter 1 0 1 Carpenter 2 0 2 1 Increased requirements (Bond) Maintenance Assistant 3 0 3 1 Increased requirements (Bond)
INFORMATION TECHNOLOGY
CAMPUS SHERIFF
COMMUNITY SERVICES
MAINTENANCE & OPERATIONS
2011/12 2011/12 2012/ 13
os #
Painter 2 0 2 1 Increased requirements (Bond) Gardening Supervisor 1 0 1 Gardener 5 3 8 2 1 Increased requirements (Bond) Lead Plumber 1 0 1 Plumber 1 0 1 Performing Arts Tech 0 0 0 Moved to Theater Arts Pool Supervisor 1 0 1 Pool Operation Tech 2 0 2 Supervisor HVAC 1 0 1 HVAC Tech 2 1 3 1 required for H&S-new facilities Mechanic 1 0 1 Electronics Tech 1 0 1 Locksmith 1 0 1 Machinist 1 0 1 Lead Electrician 1 0 1 Electrician 1 1 2 1 required for H&S-new facilities
Sub Total 59 19 78 9 6 7 1 0
Regional Procurement Spec 1 0 1 Purchasing Aide 1 0 1
Office Supervisor 1 0 1 Sr. Office Asst-Master Calendar 1 0 1 Office Assistant 2 2 4 Repro Equipment Operator 1 0 1 Offset Machine Operator 1 0 1
Sub Total 6 2 8 0 0 0 0 0
Totals 111 42 152 15 14 8 1 0
REPROGRAPHICS, MAILROOM, OPERATOR
Assoc. VP – Admin Services
Office Assistant Yovanna Campos
Bookstore Manager Vacant - 0414
Bookstore Buyer Jonda Brooks, 0635
Vacant - 1
Vacant - 1 Vacant - .1
0404
Stock Control Asst. Stacey Allen, 0648
College Deputy Rick Baker
Sheriff Deputy Andre Washington
Vacant - 1
Director of College Facilities Tom Lopez, 0506
Senior Accountant Vacant - 1
Nikodimos Tekie (.7) 0404
Vacant-1
Accounting Assistant Deborah Castellanos,
Senior Cashier Vacant - 1
Cashier Fidel Garcia, 0641
Stock Control Aide Vacant - 1
Area Lead Sergeant Martinez
(23 FTE) Vacant-6
Gardeners Hung Le, 0582
Daniel Valdez 0584 Vacant - 3
Lead Carpenter Cain Contreras, 8095
Lead Plumber Jim Taylor, 0511
Maintenance Asst. William McMullen, 0530
Painters John Mejia, 0518 Ali Javadi, 0517
Lead Electrician Rodney Smith, 8094
Electrician Michael Jack, 0510
Mechanic Maurice Pontani, 0671
Electronics Tech. A. Amarawansa, 0526
Performing Arts Technician
Mike Bernstein, 0652
Plumber Robert Babbit, 8207
Manager, College Info. System
Vacant 0393 John Beck, 7783 (SFP)
Nick Giglia 6062
Sal Mosqueda Phuc “Peter” Thai
Vacant - 1
Maintenance & Operations
Business Office
Pool Supervisor Earin Gittens, 0666
Information Technology & Media ServicesCollege Sheriff
Financial Analyst V. Amrhikas, 9525
Gardener Supervisor Jack Epling, 0577
Administrative Analyst Tom M. Aduwo, 0632
Payroll Assistant Eva Zaldana, 0407 Bruce Main, 0406
Sr. Personnel Asst. Carole Weston, 0416 Yasmin Aviles, 0417
General Foreman Frank Vitone,0507
(22 FTE) Vacant - 2
Accounting Assistant Cynthia Macking (.5) 0408
Procurement Specialist Ramona Divinagracia,
Offset Machine Operator
Orlando Ventura, 0499
Repro, Mailroom & Telephone
Sr. Office Assistant Lu Grella, 0429
Athletic Trainer Angelo Cimity, 0662 Dennis Mestas, 0663
Athletics Facilities Asst. Trung Nguyen, 0672
Sr. Office Assistant Cynthia Maddren, 0428
Office Assistants Lizette Lopez
Theresa Ramirez Vacant - 2
Instructional Media Specialist
Instructional areas only:
1) How many adjunct faculty are on your first and second seniority list?
2) What issues do the college and your department typically encounter in staffing classes with hourly rate instructors?
3) In the current year, has everyone on your seniority list gotten a class? How many additional
classes were assigned to adjunct faculty? For all areas:
4) How has the staffing in your area changed over the last year? There have been many changes due to employee leaves, attrition, promotions and retirements. We have had an Acting Vice President of Student Services for the last two years. A Dean of Student Services on leave. Those positions will be filled for AY 2012/2013. In Admissions and Records we have a Student Services Specialists vacant and just hired a replacement for the Senior Admissions and Records Supervisor. In Financial Aid we have a Technician position vacant. We had three Counselors retire and will only be replacing one. Our Division is under a transformation phase. We are working diligently to restore or reorganize our structure to address budget restrictions and increased demand for services.
5) What staffing changes are anticipated in the next year? We will hire a permanent Vice President
of Student Services, restore the Dean position currently on leave, hire a counselor, and will hire the Student Services Specialists and the Financial Aid Technician.
Staffing Needs
1) Is the current staffing level adequate to meet program goals (as listed in program review and annual plan documents) and college goals (as listed in the college’s Educational Master Plan)? If not, explain why not. Make sure to reference supporting documents (annual plans, program review narrative, Educational Master Plan) and include any relevant supporting data. No. There is an increase in demand for service and a decrease in our staffing levels. Furthermore, the loss of unclassified staff support further increases our inability to provide adequate quality services to our students. If we are to meet established goals in our EMP, PASS initiative, matriculation, EOPS, SSD and Student Equity Plans we will need to adequately staff service areas to meet current and future demand.
these positions. We have prepared a plan that gradually changes our staffing levels to a desired and appropriate level. We foresee the need to restore and add positions as planned.
3) What additional staffing needs will there be in the next two years? Explain the need for these positions. The explanation should reflect the long-range plans in your program review narrative and the college’s plans in the Educational Master Plan. Future growth in student population and changes on how we provide service will require for us to change and adapt to meet those needs.
Local, state and federal initiatives point to greater demand to focus on student success. These initiatives will require greater access to different service modalities which include online, in person and hybrid interaction. We will also be the pilot campus for the launching of the new Student Information System recently adopted by our District. This will compound the need for additional expertise in these areas and release to carry out those responsibilities.
4) Do you have enough office space to accommodate the additional staff? Explain. Yes. We are
currently housed in the Student Services Complex.
5) Will additional equipment be required to support the additional staff (e.g., telephone, computer, furniture)? If so, specify. None
6) List the positions needed in priority order with the highest priority listed first:
1. Counselors 2. Data Management Support Assistant 3. Admissions and Records Assistants 4. Office Assistant (Counseling) 5. Student Services Specialists 6. Financial Aid Technician 7. Disability Specialists
7) Are there other strategies that could help fill staffing needs (e.g., workload sharing, retraining, and reclassification)? Explain. We have reorganized unit responsibilities, started collaborative approaches to provide services and moved activities to low cost or no cost modes.
8) Attach a Desired Organizational Chart (list current and desired positions; indicate whether each position is currently funded or unfunded). Required for service areas; optional for instructional areas. This is a summary of staffing plan modules submitted for each unit. It may not reflect the details of each unit’s plan. Please refer to submitted modules. See attached organizational charts.
Executive Division Annual and Five year Staffing Plans
2011/12 2011/12 2012/13 2013/14 2014/15 2015/16 2016/17
President 1 0 1 Executive Assistant to the Presiden 1 0 1 Senior Office Assistant 0.5 0.5 1 0.5 In foundation office half time
Sub Total 2.5 0.5 3 0.5 0 0 0 0
Director 1 0 1 Senior Office Assistant 0.5 0.5 1 0.5 In President's Office half time
Bookkeeper 0 0 0 0.5 0 funded by foundation account Development Officer 0 0 0 1 0 funded by foundation account
Sub Total 1.5 0.5 2 2 0 0 0 0
Public Relations Manager 1 0 1 Web Designer 1 0 1
Sub Total 2 0 2 0 0 0 0 0
Dean of Research and Plan. 1 0 1 Research Analyst 0 1 1 Research Assistant 0 0 0 1
Sub Total 1 1 2 1 0 0 0 0
Compliance Officer 1 0 1 Sub Total 1 0 1
Professional Dev. Coord 0.5 0 0.5 Accreditation co-chair 0.5 0 1
Sub Total 1 0 1 total of 1 FTE fac for two functions
Totals 9 2 3 0 0 0 0
PROFFESSIONAL DEV
Page 1 Date Printed 9/5/2012
Department Title Asg FTE Wrk FTE FTE 2012/13 2013/14 2014/15 2015/16 2016/17
Academic Affairs Vice President Of Academic Affairs 1.00 1.00 0.00 Academic Affairs Administrative Aide 1.00 1.00 0.00 Academic Affairs Administrative Secretary 1.00 1.00 0.00 Academic Affairs Senior Secretary 1.00 1.00 0.00 Academic Affairs Administrative Analyst 1.00 1.00 0.00 Academic Affairs C5996-SFP-Program Director 1.00 1.00 0.00 Academic Affairs Count 6.00 6.00 0.00 0.00 0.00 0.00 0.00 0.00
Office of Dean - Curriculum Dean 1.00 1.00 0.00 Office of Dean - Curriculum Academic Scheduling Specialist 1.00 1.00 0.00 Office of Dean - Curriculum Senior Secretary 1.00 1.00 0.00 Office of Dean - Curriculum Curriculum Secretary 0.00 0.00 0.00 1.00 Office of Dean - Curriculum Count 3.00 3.00 0.00 0.00 1.00 0.00 0.00 0.00
Office of Dean - Economic and Workf Dean 1.00 1.00 0.00 Office of Dean - Economic and Workf Senior Secretary 1.00 Office of Dean - Economic and Workforce Count 1.00 1.00 0.00 0.00 1.00 0.00 0.00 0.00
Office of Dean - Fine, Performing, and Dean 1.00 1.00 0.00 Office of Dean - Fine, Performing, and Senior Secretary 1.00 1.00 0.00 Office of Dean - Fine, Performing, and M Count 2.00 2.00 0.00 0.00 0.00 0.00 0.00 0.00
Office of Dean - Vocational Education Dean 1.00 1.00 0.00 Office of Dean - Vocational Education Senior Secretary 0.00 0.00 0.00 1.00 0.00 0.00 0.00 Office of Dean - Vocational Education SFP-Program Office Assistant 0.80 0.80 0.00 SFP - Title V Dept C5996-SFP-Program Director 1.00 1.00 0.00 Office of Dean - Vocational Education Count 2.80 2.80 0.00 0.00 1.00 0.00 0.00 0.00
Office of Dean -Student Success Dean of Academic Affairs Student Success 1.00 Office of Dean -Student Success Senior Secretary 1.00 Office of Dean -Student Success
Annual Plan 5 Year Plan
Future Positions Department Positions Current
Filled Current Vacant
Office of Dean -Student Success Count 0 0.00 2.00 0.00 0.00 0.00
Art Gallery Dept C5253-Art Gallery Preparator 0.20 0.20 0.00 0.80 Art Gallery Dept Count 0.20 0.20 0.00 0.00 0.00 0.80 0.00 0.00
Biological Science Department Chair, 24.5 hr duty 1.00 1.00 0.00 Biological Science C2480-Secretary 1.00 1.00 0.00 Biological Science Life Sciences Lab Technician 1.00 0.85 0.15 Biological Science Life Sciences Lab Technician 1.00 1.00 0.00 Biological Science Life Sciences Lab Technician 1.00 0.00 1.00 Biological Science Life Sciences Lab Technician 0.00 0.00 0.00 1.00 Biological Science Count 5.00 3.85 1.15 0.00 1.00 0.00 0.00 0.00
CalWorks Dept Senior Office Assistant 1.00 1.00 0.00 CalWorks Dept C5998-SFP-Program Technician 1.00 1.00 0.00 CalWorks Dept SFP-Program Technician 1.00 1.00 0.00 CalWorks Dept Count 3.00 3.00 0.00 0.00 0.00 0.00 0.00 0.00
CAOT Instructional Assistant - Information Te 1.00 1.00 0.00 CAOT Instructional Assistant - CAOT 1.00 1.00 0.00 CAOT Count 2.00 2.00 0.00 0.00 0.00 0.00 0.00 0.00
Chemistry/Physics Chemistry Lab Technician 0.50 0.50 0.00 Chemistry/Physics Chemistry Lab Technician 1.00 1.00 0.00 Chemistry/Physics Physical Sciences Lab Technician 1.00 1.00 0.00 Chemistry/Physics Count 2.50 2.50 0.00 0.00 0.00 0.00 0.00 0.00
Continuing Education Noncredit Dept C5997-SFP-Program Specialist 1.00 1.00 0.00 Continuing Education Noncredit Dept SFP-Program Specialist 0.88 0.88 0.00 Continuing Education Noncredit De 1.88 1.88 0.00 0.00 0.00 0.00 0.00 0.00
Academic Affairs Staffing Plan
Cooperative Education Senior Office Assistant 1.00 1.00 0.00 Cooperative Education Count 1.00 1.00 0.00 0.00 0.00 0.00 0.00 0.00
English Secretary 1.00 1.00 0.00 English Count 1.00 1.00 0.00 0.00 0.00 0.00 0.00 0.00
Foreign Language Instructional Assistant - Language Arts 1.00 1.00 0.00 Due to technological changes positon to be eliminated Foreign Language Count 1.00 1.00 0.00 0.00 0.00 0.00 0.00 0.00
Health Science 0.00 0.00 0.00 Health Science Instructional Assistant - Nursing 1.00 0.00 1.00 Health Science Senior Office Assistant 1.00 1.00 0.00 Health Science Count 2.00 1.00 1.00 0.00 0.00 0.00 0.00 0.00
Journalism Instructional Assistant - Photography 1.00 1.00 0.00 Journalism Count 1.00 1.00 0.00 0.00 0.00 0.00 0.00 0.00
JTPA SFP-Program Specialist 1.00 1.00 0.00 JTPA C5997-SFP-Program Specialist 1.00 1.00 0.00 JTPA C5997-SFP-Program Specialist 0.60 0.60 0.00 JTPA Count 2.60 2.60 0.00 0.00 0.00 0.00 0.00 0.00
Learning Center Instructional Assistant -Information Tech A shift 1.00 1.00 Learning Center Instructional Assistant -Information Tech B Shift 1.00 Learning Center Instructional Assistant - Language Arts 1.00 1.00 0.00 Learning Center Count 1.00 1.00 0.00 1.00 1.00 1.00 0.00 0.00
Library Library Technician 1.00 1.00 0.00 Library Library Technician 1.00 1.00 0.00 Library Library Technician 1.00 1.00 0.00 Library Library Technician 1.00 1.00 0.00
Library Library Technician 1.00 1.00 0.00 Library Library Technician 1.00 1.00 0.00 Library Instructional Assistant -Information Tech A shift 1.00 1.00 Library Instructional Assistant -Information Tech B Shift 1.00 Library Instructional Media Technician B Shift 1.00 Library Library Assistant A Shift 1.00 Library Library Assistant B Shift 1.00 Library Library Assistant 1.00 1.00 0.00 Library Count 7.00 7.00 0.00 2.00 2.00 2.00 0.00 0.00
Mathematics Secretary 1.00 1.00 Mathematics Secretary 0.00 1.00 -1.00 Mathematics Instructional Assistant - Mathematics 1.00 1.00 0.00 Mathematics Count 2.00 2.00 0.00 0.00 0.00 0.00 0.00 0.00 Media Arts Sr Computer/Network Support Spec 1.00 Media Arts Computer/Network Support Spec 1.00 Media Arts Television/Motion Picture Engineer 1.00 Media Arts Instructional Assistant -Information Tech A shift 1.00 Media Arts Instructional Assistant -Information Tech B Shift 1.00 Media Arts Count 1.00 3.00 1.00 0.00 0.00
Music Instructional Assistant - Music 1.00 0.85 0.15 Music Piano Accompanist/Coach 0.58 0.58 0.00 Music Piano Accompanist/Coach 1.00 1.00 0.00 Music Piano Accompanist/Coach 0.48 0.48 0.00 Music Count 3.06 2.91 0.15 0.00 0.00 0.00 0.00 0.00
PE-Men Physical Education/Athletics Facilities( 1.00 1.00 0.00 PE-Men Count 1.00 1.00 0.00 0.00 0.00 0.00 0.00 0.00
PE-Women Physical Education/Athletics Facilities( 1.00 1.00 0.00 PE-Women Count 1.00 1.00 0.00 0.00 0.00 0.00 0.00 0.00
Psychology Instructional Assistant - Language Arts 1.00 Psychology Instructional Assistant - Language Arts 1.00 0.00 1.00 Psychology Count 1.00 0.00 1.00 0.00 1.00 0.00 0.00 0.00
Technology Electronics Technician 1.00 1.00 0.00 Technology Instructional Assistant - Information Te 1.00 1.00 0.00 Technology Instructional Assistant - Information Te 1.00 1.00 0.00 Technology Instructional Assistant - Information Te 1.00 1.00 0.00 Technology Instructional Assistant - Information Te 1.00 1.00 0.00 Technology Count 5.00 5.00 0.00 0.00 0.00 0.00 0.00 0.00
Theater Arts Performing Arts Technician 1.00 1.00 0.00 1.00 Theater Arts Performing Arts Technician 1.00 0.00 1.00 Theater Arts Costume Maker 1.00 0.00 1.00 Theater Arts Count 3.00 1.00 2.00 0.00 0.00 1.00 0.00 0.00
Writing Center Instructional Assistant -Information Tech B Shift 1.00 Writing Center Instructional Assistant - Language Arts 1.00 Writing Center 0.00 1.00 1.00 0.00 0.00
VCAP Senior Office Assistant 0.00 0.00 0.00 Transferred to Sheriff's office VCAP Count Program Elimination - position elimina 0.00 0.00 0.00 0.00 0.00 0.00 0.00 0.00
Grand Count 62.04 56.74 5.30 4.00 14.00 6.80 0.00 0.00
Other Tutoring Labs Senior Office Assistant 0.00 0.00 0.00 Increase in Unclassified Budgets to support peer tutorin Learning Center Senior Office Assistant 0.00 0.00 0.00 Increase in Unclassified Budgets to support peer tutorin Writing Lab Senior Office Assistant 0.00 0.00 0.00 Increase in Unclassified Budgets to support peer tutorin
Math Lab Senior Office Assistant 0.00 0.00 0.00 Increase in Unclassified Budgets to support peer tutorin Tutoring Total Senior Office Assistant 0.00 0.00 0.00
2011/12 2011/12 2012/ 13
2013/ 14
2014/ 15
2015/ 16
2016/ 17
Presidents Office 9 2 0 2.5 0 0 0 0 Administrative Services 110 42.5 151.5 15 14 8 1 0 Academic Affairs 62.04 5.30 67.34 4.00 14.00 6.80 0.00 0.00 Student Services 74 28.5 0 24 15 6 2 0
Total 255.04 78.3 218.8 45.5 43 20.8 3 0
Non-10100 positions (65.60) 2010-110 189.44
2011-12 192.56 Variance 3.12 FTEStaff
Budget affect ($200,610)
Department/Positions Reg/ Cat P
COST ANALYSIS REQUEST Submit to Budget Office and IEC Chair
REQUESTING COMMITTEE OR COUNCIL: DATE: 8/27/2012
IEC EPC HPC PEPC SSC TC WEC MOTION UNDER CONSIDERATION: Annual Staffing Plans submission to IEC REQUESTED ANALYSIS: DATE NEEDED: 8/30/2012 Evaluate Staffing plans for total year cost comparison to previous years expense
NEW REQUEST ADDITIONAL ANALYSIS FOR PREVIOUS REQUEST ANY ADDITIONAL DATA OR INFORMATION FOR CONSIDERATION: REFER TO ATTACHED SUMMARY ANALYSIS DOCUMENT. COUNCIL CHAIR COMMENTS/ ADDITIONAL REQUEST FOR BUDGET OFFICE: COUNCIL CHAIR SIGN-OFF: DATE:
Updated 10/27/11
Date: 8/28/2012
Purpose of Analysis The intent of this financial examination is to:
• Provide realistic financial projections before a decision is made. • Show the potential impact of proposal.
SUMMARY OF FISCAL DATA:
Number Development
Costs Operational
Recurring Savings
(200,610) (200,610) Alternative(s) (including status quo): NOTES: This analysis was a comparision (2010-11 to 2011-12) of FTE Classified Costs in the Unrestricted Program. While there was an increase (3.12 FTE) in FTEStaff from year to year, the net effect was a savings. This is due to additional reductions in staff that resulted in a total $$ decrease while showing in increase in FTE. ADDITIONAL AREAS OF IMPACT: This is BUDGET OFFICE SIGN-OFF: DATE: Development Costs: Any costs associated with proposal prior to implementation. Operational Costs: Direct costs if proposal adopted, i.e. Salary.
Other Costs: Other than direct or developmental, i.e. Benefits associated with salary expense.
Updated 10/27/11
Recurring Costs: Y or N. Y if costs will continue into subsequent fiscal years. N if not recurring. Cost Reduction: Any cost savings projected if proposal adopted. Other (Specify Below): Any other anticipated savings. Budget/Expense Impact: How much, in dollars will the budget or projected expenses be impacted?
HOUSE RULES FOR INSTITUTIONAL EFFECTIVENESS COUNCIL
ROUTING To make a motion at IEC: 1. Send Motion Form and Cost Analysis Request Form to the Budget
Office (either Violet or Raul). The Motion author must send both documents to Budget Office by, at the latest, 1pm the Monday of the previous week before the scheduled IEC meeting. The IEC chair should be cc’d on all email correspondence between motion maker and the Budget Office.
2. Once the form has been completed, the Budget Office should email Motion Form and Cost Analysis Request Form to the motion maker and the IEC chair. Both documents need to be emailed to the IEC Chair by 6PM the Wednesday before the next scheduled IEC meeting.
3. IEC Chair Circulates Agenda and other attached items. IEC Chair will forward to IEC Committee Members by 6PM the Thursday before the scheduled IEC meeting.
4. Emergency Motions. Emergency Motions are motions that could not
be circulated to the members of the IEC in advance of the meeting, but are deemed necessary to consider. Hard copies of Emergency Motions must be brought to the scheduled IEC meeting and if possible, emailed to the IEC Chair for circulation as an “Emergency Motion.” At the meeting, the motion maker must explain to IEC why the motion could not be circulated in advance, and why it must be considered at that meeting and not at meeting on a later date. The IEC must vote to determine whether or not the substance of the motion elevates to emergency status. If the Emergency Motion is deemed to be necessary to vote on, the motion will follow the normal voting process. If not, the motion will die and can be resubmitted through the regular routing process.
VOTING 5. To begin the voting process, a quorum is needed. A quorum for IEC
consists of a minimum of 13 out of 18 voting members.
6. No proxy votes are allowed.
7. No silent voting is allowed.
8. Substitutes. A substitute for a voting member is allowed on two (2) conditions. First, the substitute must be a member of the voting member’s constituency group and second, that notice of the substitution is given to the IEC Chair within a reasonable time before the scheduled meeting date.
9. Counting Votes. Voting will be counted by the IEC Chair by asking
members to raise their hands until tallied. Members can vote “yes, no or abstain.” Abstentions cannot be counted as a yes or no vote.
A motion passes if at least two-thirds of the members present are in support of the motion. The chart below assumes a quorum.
If _____ members present _____ are needed to pass a motion 13 9 14 9 15 10 16 11 17 11 18 12
10. Discussion. The IEC Chair facilitates the discussion of each motion
on the agenda, from the floor, and emergency motions that are routed to the IEC Committee for a vote. A voting member must 2nd the motion. After there is a 2nd, the IEC Chair calls for “discussion” of the motion on the table by saying “who is arguing in favor of this motion?” Once that member concludes his/her argument in favor of the motion the IEC Chair will say “who will argue in opposition of the motion?” Each argument in favor of and in opposition to will be managed in this format.
9/7/10
For Year: 2011-2012 Date of Self Evaluation: June 11, 2012
Month
Meeting Yes No Yes No
July
None
August
None
September
21
11
Y
Y
1. Prioritization of the Technology Plan Recommendations. 2. Report from Chair on Smart Classroom Standards Presentation at the District office.
October
19
13
Y
Y
1. First draft of Technology Committee survey questions. 2. Draft section of Technology Plan turned in.
November
16
January
18
11
Y
Y
1. Chair circulated template for the committee to use for completing the remaining sections of the Technology Plan. 2. Motion introduced and the committee renamed the Technology Plan from the 2010 to the 2012 LAVC Technology Plan.
February
15
10
Y
Y
1. Discussion on Building Distribution Framework rooms and the need to keep them separate and not used for storage and/or other use. Motion introduced to reinforce the policy and take it to IEC. 2. Discussion on captioning software and procedure for faculty having videos and animations closed captioned.
March
21
8
Y
Y
1. The committee discussed the possibility of a committee report provided by IT that lists the BIG projects and the number of WSOs that are currently in the queue. Nick will be in charge of the queue list that is brought to Tech Committee. 2. There was a discussion regarding the need to publish equipment standards. 3. The Annual Plan Workgroup (led by Laurie Nalepa) presented the rubric for ranking the Annual Plan Modules related to Technology submitted by departments and programs.
April
18
11
Y
Y
1. The committee passed a motion to approve a Distance Ed Trainer position at a minimum 0.2 reassign time with the understanding that the position would be restored to .4 reassign time when budget constraints are removed. The Chair presented the committee’s position to IEC. 2.The committee completed priority rankings for 5 sections of the Technology Plan. 3. Emergency meetings scheduled for Annual Plan Modules Workgroup.
May
16
7
N
N
1. Jackie Hams elected as Chair of the Technology Committee. 2. Committee approved the 2012-2017 Technology Plan.
Los Angeles Valley College Technology Committee Self Evaluation Form
9/7/10
June
Major Committee Actions & Achievements in 2010-11
Completion and approval of the 2012-2017 LAVC Technology Plan. Completion and approval of the review and prioritization of the Technology Annual Plan Modules.
Major Obstacles/Problems with Committee Function
Committee members often late by 20 minutes or more which delays voting due to lack of quorum. Chair department during November and December for and educational opportunity in the Indian Ocean which delayed the submission of portions of the Technology Plan. Some members did not contribute at all in the writing of the Technology Plan.
Recommendations for Improving Committee
Process/Efficiency
Start meetings on time even if all members are not present. In September, give each member a list of recommendations from the Technology Plan that they are responsible for including the follow-up and quarterly reporting to the entire committee. Chair can designate someone to co-chair in the event of the Chair’s absence.
Committee Goals for 2011-12
• Finalize the 2010 LAVC Technology Plan. • Advocate for effective technology use on campus. • Ensure that Educational Technology is utilized to improve institutional effectiveness. • Identify technology training needs and opportunities and coordinate with the Office of
Professional Development. • Communicate information regarding technology updates to the various constituencies of
LAVC.
Reassignment Self-Evaluation Committee Chair
Name: Jacquelyn Hams Position: Technology Chair Date: June 11, 2012 Please be specific and attach documentation where applicable (e.g. agendas, minutes, flyers, forms). 1. What were your goals for the fall semester?
• Finalize the 2010 LAVC Technology Plan.
• Advocate for effective technology use on campus.
• Ensure that Educational Technology is utilized to improve institutional effectiveness.
• Identify technology training needs and opportunities and coordinate with the Office of Professional Development.
• Communicate information regarding technology updates to the various constituencies of LAVC.
2. What is the current status of those goals (achieved, in progress, abandoned)? If not
achieved, why not? If abandoned, why?
• Finalize the 2010 LAVC Technology Plan. Achieved.
• Advocate for effective technology use on campus. In progress and Ongoing
• Ensure that Educational Technology is utilized to improve institutional effectiveness. In progress and Ongoing
• Identify technology training needs and opportunities and coordinate with the Office of Professional Development. . In progress and Ongoing
• Communicate information regarding technology updates to the various constituencies of LAVC. . In progress and Ongoing
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3. What do you think you are doing well?
Ensuring that the group makes decisions, addressing campus issues that require our input, and bringing back information from the District. 4. What do you think you need to improve on? Posting to the 411 site and sending the agenda 7 days advance. 5. What are your goals for the coming semester? What are your goals for next year? The Technology Committee goals have not been defined. My goal as chair is to assure that the LAVC 2012-2017 Technology Plan recommendations are monitored for follow-up by committee members. Each committee member will be responsible for quarterly updates on the recommendations assigned to them. 6. What assistance or training might you need to achieve your goals (e.g. training, equipment)? None needed. 7. What resources do you believe are lacking for you to be successful? It would be helpful to have clerical help but not necessary. 8. How many hours of reassign time do you get per week? How do you spend that time during an average week? When do you perform those duties? 0.2 (7 hours/week). Normally preparing the minutes and agenda, although this semester all of the time and extra time was spent working on the Technology Plan including the clerical portion (typing and organizing the document). Work is performed after class time and on weekends. 9. Do you feel the amount of reassign time you receive matches your workload for this assignment? If not, please explain. Yes 10. Is there anything else that has not been addressed that you think is relevant to evaluating this position? Sept Oct Nov Dec Jan Feb Regular Committee Meeting Workgroup Meeting(s) Agenda circulated at least 72 hours in advance
LAVC 411 submitted within 5 days of meeting
Minutes completed and circulated for approval at next
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Minutes posted on committee website within 2 weeks
A-IEC Agenda9-4-12
D- IEC minutes 8 21 2012
E- IEC HPC - Motion to Approve Staffing Plans - 2012 May 24
F-AdminStaffingPlan
G- StudentServicesStaffingplan
H- PresidenOfficeStaffingPlan
N-App Q Chair Eval2011-12

institutional effectiveness council agenda

Documents