Note: The District Newsletter is intended to share available updates about district participatory decision-making groups, new and/or revised Board Policies and Administrative Procedures, the Chancellor’s Cabinet, District Services (Educational Planning, Fiscal Services, Information Technology, M&O, and Human Resources, Grants), and excerpts from the Chancellor’s monthly Board Reports.
District Consultation Council (DC3)
At its September 29, 2020 meeting, DC3 reviewed and affirmed the draft 2020-2021 Budget assumptions for the Adopted Budget. At the November 3, 2020, meeting DC3 reviewed the draft November 12, 2020 Board Agenda, reviewed DC3 membership, an orientation handbook for new members, and received an update on Strategic Planning. As the district-wide consulting body for the Colleges and District Services, DC3 provides a forum for dialogue, feedback and advice to the Chancellor.
A team of District and College level leadership (including the two academic senate presidents) attended a 2-week intensive training retreat. The goal of the retreat was for participants to learn techniques and strategies on how to be a “future ready” organization and consider conditions as part of a 10-year forecast. DC3 was asked to provide oversight and support for this process.
District/College/Academic Senate (DCAS) Leadership Committee Update
DCAS updated its goals and priorities for 2020-21. At its August 20, 2020, meeting it revised the Integrated Planning Model. During the first half of the fall semester key topics included strategic planning, credit for prior learning, the data integrity project, initiatives related to COVID-19, and the status of eLumen and Student Self Service. Detailed minutes are available in BoardDocs.
Education and Planning
Academic Calendar Committee:
The committee is working on the 2022-23 Academic Calendar and has recommended Option 1C and is awaiting feedback on the professional development days for Fall 2022. Once finalized, Option 1C will be submitted to FAYCCD for endorsement and then to the Board of Trustees for approval. The committee has also discussed how the calendar might support dual enrollment courses being scheduled using the daily or weekly attendance accounting method. Minutes of past meetings are available in BoardDocs.
CLASS – AB 705 Work Group:
The automated self-placement tool went live in mid-October. Students’ English and math placement will be downloaded to Colleague, which will allow them to register for their courses. The IT Team provided a sample Guided Self-Placement Tool and Self Placement Use Cases. After spring registration closes, the tool will be evaluated and updated as needed.
CLASS – Credit for Prior Learning Work Group:
Recent changes to Title 5, Section 55050, require the District to adopt and publish policies pertaining to credit for prior learning by December 31, 2020. Procedures for students to attain credit for prior learning will include credit by examination, evaluation of Joint Services Transcripts, evaluation of student-created portfolios, evaluation of industry-recognized credential documentation, and standardized exams.
To meet the deadline, the District/College/Academic Senate Leadership Committee (DCAS) moved forward with revisions to BP 4235, Credit for Prior Learning. DCAS then appointed the Credit for Prior Learning (CPL) Work Group to set up processes to award credit for prior learning and to draft the language for AP 4235, which DCAS intends to approve by the mandated deadline. The AP will be refined in the spring semester as the work group further develops the CPL processes.
The work group meets twice a month, and members have committed to sharing the group’s work and gathering feedback from colleagues at the colleges. Members include Tuesday Benavidez-Knight, YC Nursing; Adela Esquivel-Stinson, WCC Vice President of Student Services; Marc Flacks, YC CWEE (Sociology); Sandy Fowler, WCC CTE Dean; Amandeep Kandola, YC Vice President of Student Services Designee; Annette Lee, WCC Business Faculty; Sonja Lolland, Vice Chancellor of Education and Planning; Jeannine Mullin, WCC ECE Coordinator/Faculty; Estelita Spears, WCC Counselor/CWEE; Dan Turner, YC Welding; Pete Villarreal, YC CTE Dean; and Cheryl Latimer, YC Counselor. Kate Maher, Dean of Innovation at Shasta College, will assist with implementation and serve as a resource member of the CPL Work Group.
A public SharePoint folder with resources, tools, and a record of the group’s activities is available at https://goyccd.sharepoint.com/sites/cpl/ (SSO required).
Data Integrity Project:
The District is working with Deborah Ludford of Cambridge West Partnership to assist with data integrity and related processes to optimize student success and the alignment with the Student-Centered Funding Formula. This work contributes to the District’s commitment to continuous quality improvement by reviewing our processes to better serve students, enhance data accuracy, and improve the efficiency of our processes.
Overseeing the work of Deborah Ludford is the Data Validation Steering Team with representation from college and district administration, classified and faculty. For a complete list of steering team members, contact Renee Hamilton at firstname.lastname@example.org.
For an overview of the Data Integrity Project, see the August 17 Town Hall recording (presentation begins at 6:30). An update on the project will also be provided at the Town Hall on November 2 at 4:00 p.m.
The District Handbook provides information on governance; district-level committees and councils; integrated planning, budgeting and evaluation processes; organizational reporting structures; and more. District Services publishes an annual handbook, which is updated throughout the year so it reflects the most current information.
During the 2020-2021 academic year, the District will engage in the work of creating a new YCCD Strategic Plan. The following planning priorities articulated by the Chancellor and Board of Trustees will guide this work:
- Community Oriented: Focused on our communities’ education, economic, civic/social, and health priorities;
- Future Facing: Anticipating and shaping the future of education, the future of work, and the future of our communities; and will
- Leverage Partnerships: Extend access to a broad array of educational programs through strategic partnerships
Our goal is to engage our communities in a planning process that it is collaborative and future-facing. We want to develop an organizational culture that is prepared for the future, and responsive and equitable in serving all students and our communities. We will seek to engage our internal and external communities to actively co-construct the future we want. Our planning will create space and opportunity for active dialogue and engagement.
For more information, visit the Strategic Plan Development Process web page.
Self-Service Student Planning:
We are excited to introduce a new Education Planning, scheduling and registration tool within Self-Service for our students, which will be available for Spring 2021 registration starting November 16th. The Self-Service site is a modern version of WebAdvisor with improved functionality to perform essential college tasks all in one place. It is user-friendly and designed with mobile devices in mind, for convenient access to the information you need most!
Effective November 9th, all tools students have traditionally accessed via WebAdvisor will now be available through Self-Service. Faculty and Staff will still have access to WebAdvisor through https://login.yccd.edu/ for employee related functionality.
For more details about Self Service see below and visit https://help.yccd.edu/article/transition-to-self-service/.
California Community College Teacher Credentialing Partnership Pilot Program Award Announced
We are pleased to announce that YCCD, in partnership with California State University-Chico, Willam Jessup University, Butte and Shasta Community Colleges, and Lake County Office of Education, and have been awarded $500k to fund the NorCal Teach Up Teacher Credentialing Partnership Pilot Program.
The NorCal Teach Up program will support the planning activities to create distance-learning opportunities at local community colleges through teacher credentialing programs in our partnership area. This program will provide an individual seeking a teaching credential, who possesses a baccalaureate degree, is currently teaching on a Short-Term Staff Permit (STSP), or a Provisional Internship Permit (PIP), who lives in an area with low college-going rates or limited access to Commission-approved teacher preparation programs, access to Commission-approved teacher preparation coursework at a community college, credentialing location, or online to earn a preliminary teaching credential.
Each partner brings unique and necessary elements to ensure the success of the proposed project in a large geographic area, experiencing a hardship meeting the need of fully credentialed teachers.
The NorCal TeachUp collaborative will recruit students living in rural communities who cannot currently attend traditional, face-to-face classes. Collectively, we serve and partner with over 130 TK-12 Districts and 14 County Offices of Education in the following counties: Butte, Colusa, Glenn, Humboldt, Lake, Lassen, Modoc, Placer, Plumas, Shasta, Sutter, Tehama, Trinity, Yolo, and Yuba. The program will meet our rural communities’ needs by offering clearly defined pathways for completion for teachers currently holding an STSP or PIP. The program will include Single Subject, Multiple Subject, and Education Specialist (Special Education) credentials.
Colleague Self-Service Phase II which includes Student Planning, Degree Audit, Student Ed Plans and new Registration functionality is currently being implemented and worked on collaboratively across the district. The earlier phase of the project started with the implementation of three programs in the test environment to use as the pilot programs for student focus groups during Summer and Fall registration last April. Modifications and data entry were completed program by program.
WebAdvisor to Self Service Transition
- 11/9/2020 – Cutover to Self Service
- 11/9/2020 @ 2:00 – Self Service Staff Support Training
Student Zoom Trainings
11/16/2020 – Early Reg Begins “Go Live”
District Phone System Replacement
Messaging on Phones – District personnel are currently engaged in implementing a replacement of the District phone system. This project was undertaken to correct issues with hardware failure, antiquated feature sets, and difficulty in replacing handsets. IT personnel are wrapping up completion of Phase I of the phone upgrade project with the completion of circuit implementation at all locations. Phase 2 will include rollout end user training, deployment of soft phones and selected handsets. Throughout November, District personnel will be working with campus administration to select initial rollout and discuss scheduling of moving to the new phone system. Phase 3 will be to complete rollout of remaining handsets and deprovisioning of the old phone system. Look to the December newsletters for more information.
Email Forward Ending with Microsoft – In an effort to improve security of email, Microsoft is discontinuing the ability to forward emails from O365 accounts on September 1st 2020. The District has been granted an extension to allow continued forwarding for a period of time. IT personnel will be discussing the ramifications of this change in the District Tech Committee to determine future steps.
Please join us in welcoming the following NEW YCCD Employees
- Terri Pyer, Interim Chief Human Resources Officer, is a retired Associate Vice President of Human Resources and Equal Employment Opportunity from Hartnell Community College District. Terri will assist YCCD during HR leadership transition and the Human Resources Office executive function and communications.
Terri may be reached via email at email@example.com.
- Martha Servin, Director of Fiscal Services – District Office – (Photo not available at time of publishing)
- Crystal Ferrer, Campus Life Technician – Yuba College
- Luke Nortune, Athletic Equipment Manager – Yuba College
- Rosalba Segura, Administrative Secretary II – Woodland Community College
Leave records for Classified: Classified Supervisors and Confidential employees leave records were mailed to employees. Leave requests sent to the Office of Human Resources prior to October 21st, are reflected in the leave records. Due to COVID-19 all employees had until September 30th to use leave from the prior fiscal year. Any leave received with dates in the 20/21 fiscal year, were applied towards this fiscal year’s leave balances. If you submitted leave that you would like applied to the 19/20 fiscal year, please email Maribel Gaytan at firstname.lastname@example.org, and provide the dates and hours you want deducted from the last fiscal year’s leave balance.
The minimum wage increases to $14.00 per hour on January 1, 2021. Any student and Temporary employees not currently earning $14.00 per hour, must have a new confirmation forwarded to the Office of Human Resources no later than January 20, 2021. This will ensure that your Student and Temporary employees are compensated correctly on the February 10, 2021 payroll.
All YCCD Employees must complete their Sexual Harassment Prevention Trainings by December 31, 2020. In 2018 Senate Bill 1343 was passed by the California Legislature requiring all full-time, part-time, and temporary employees of public and private employers, including California Community Colleges, to complete sexual harassment and abusive conduct prevention training at least once every two years. The District is providing an online training program through Keenan Safe Colleges to comply with this new legal requirement.
To complete your training: https://yccd-keenan.safecolleges.com/login
BOARD POLICIES AND ADMINISTRATIVE PROCEDURES
Below are recent actions related to Board Policies and Administrative Procedures:
Reviewed – No Changes Required:
- BP 3710, Securing of Copyright
- BP 3715, Intellectual Property (Related to AP 3710)
- BP 4225, Course Repetition
- BP 4230, Grading Symbols
- BP 4235, Credit by Examination
- BP 4240, Academic Renewal
- BP 5110, Counseling
- BP 5120, Transfer Center
- AP 7161, Flexible Calendar Program
- BP 4260, Prerequisites and Corequisites: Minor changes to the spelling of “corequisites,” so it is consistent with the related AP
- BP 5050, Matriculation: Change all reference to “Student Success and Support Program” to “matriculation,” which is more descriptive of the services being provided to students
- AP 3710, Intellectual Property and Copyright: Added legal reference
- AP 4222, Remedial Coursework: Added legal language related to AB 705 to maximize a student’s chance of entering and completing transfer-level math and English within one year
- AP 4235, Credit by Examination: Updated legal references
- AP 4260, Prerequisites and Corequisites: Added references within the AP and updated links to the colleges’ Curriculum Committee websites
- AP 5032, Enrollment Fee, Drop Due to Non-Payment: Changed BOGW to CCPG, changed “MyCampus portal” to “WebAdvisor”, and added other A&R locations
- AP 5045 Student Records – Challenging Content and Access Log: Updated titles
- AP 5052, Open Enrollment: Corrected typos, links, and titles
- AP 5055, Enrollment Priorities: Added a legal reference and added homeless youth and students receiving Tribal TANF and to change “assessment” to “placement”
- AP 5070, Attendance Accounting: Updated the title of the District Registrar
- AP 5120, Transfer Center: Added transfer path requirements for each articulated baccalaureate major as an additional component of the transfer plan
- AP 3722 Account Management: This is a new AP that describes the controls, usage, provisioning, and deprovisioning of computer accounts used for accessing electronic assets of YCCD.
- AP 4105, Distance Education: This AP was revised three times during the past academic year. One December 19, 2019, it was revised to reflect revisions to Title 5 regulations governing distance education programs and included language to address addendums to course outlines consistent with the new requirements of Title 5 Section 55206. Other revisions included legal references and clarifying language in the definition of distance education, course approval, and certification. On May 19, 2020, the AP was revised to add the definition of “broadcast education” and strike “web-enhanced” (which is not distance education). Other revisions clarified that “fully online” does not use proctored exams and added a definition for “online with flexible in-person component” for online courses that have in-person or proctored exams or activities. A section for emergency considerations was added. On August 23, 2020, the AP was revised to update the definitions regarding synchronous and asynchronous instruction.
- AP 4225, Course Repetition: Updated legal references; added definitions for enrollment, repetition, and excused withdrawals; and added provisions for intercollegiate academic or vocational competition courses, significant lapse of time, change in industry/licensure standards, variable unit courses, cooperative work experience education, and extenuating circumstances
- AP 4230, Grading Symbols: Added FW grade to resolve the Financial Aid audit finding in Summer 2019; clarified that “NP” grades will be considered in probation and dismissal procedures and added legal reference Title 5 Section 55022.
- AP 4240, Academic Renewal: Removed language stating that a “P” grade would count as a “C” for computing GPA for academic renewal purposes
- AP 5013, Students in the Military: This AP was revised two times during the past academic year. On September 3, 2019, it was revised to update legal references; clarify resident classification for students in the military, their dependents, and veterans; and add language related withdrawal of students required to report for military duty. The AP was revised a second time on October 1, 2019, to add legal references and required language readmitting service members with a military leave of absence with the same academic status as when the student last attended the college.
- AP 5015, Residence Determination: Updated legal references and job titles; clarified how residence is determined
- AP 5017, Responding to Inquiries of Immigration Status, Citizenship Status, and Nationalgin Information: This is a new AP that covers the legal requirement that the District shall not inquire about nor disclose information about a student’s immigration status, citizenship status, and national origin unless required by federal or state law.
- AP 5020, Nonresident Tuition: Changed the deadline to set the nonresident tuition fee from February 1 to March 1 of each year; added exemption for Training and Rehabilitation for Veterans with Service-Connected Disabilities education benefits program; updated responsible administrators
- AP 5030, Fees: Clarified required and prohibited fees and added waiver of fees in circumstances where the district erred in awarding a California College Promise Grant.
- AP 5031, Instructional Materials Fees: Clarified who is responsible and what is required, updated definitions, and removed list of course with instructional material fees.
- AP 5040, Student Records and Directory Information: Updated references, corrected transcript fees, and added legally required information regarding collection and retention of student information and procedures for responding to inquiries from immigration officials
- AP 5075, Course Adds and Drops: Updated legal references, added provisions for military withdrawals (MW) and excused withdrawals (EW), and removed the parenthetical phrase that provides an example of possible grades a student would receive on the third attempt